Project Administrator

Gana-A'Yoo•Dayton, OH

18d•Onsite

About The Position

The Project Administrator plays a crucial role in enhancing operational efficiency and profitability, offering support in accounting and contract management areas. This role involves implementing operational strategies across various platforms and managing contract-related activities, including procurement and services. The individual ensures that all aspects of performance, delivery schedules, and cost estimations meet the required standards of accuracy and completeness. Under the guidance of the General Manager, this position is tasked with evaluating bids for adherence to contractual stipulations and selecting suitable proposals. The Project Administrator handles the processing and oversight of bids, specifications, and reports, facilitating proposals and agreements with subcontractors. Additionally, this role involves coordinating amendments or extensions to contracts as necessary. In collaboration with the Compliance Department, the Project Administrator provides essential contract-related information to the planning and production teams, outlining their rights and obligations. This position may also gather data for cost estimates and serve as the primary point of contact between the company and its subcontractors.

Requirements

Bachelor's in systems management, or a related field
3-5 years of experience; or equivalent combination of education and experience
SCA/DBA/Union/Government contracting experience preferred
Applied knowledge of 8(a) and HUBZone contracting preferred
Experience using Deltek Costpoint, preferred
Proficient with Microsoft Windows, Microsoft Office 365, and Microsoft Office Suite
Previous experience in Alaska Native Corporations preferred
Ability to pass a background and drug screening

Responsibilities

Leads in the creation, distribution, and detailed review of subcontract documents, ensuring they meet all contractual and regulatory requirements.
Directs the preparation and critical evaluation of all subcontract-related paperwork, ensuring compliance with legal and operational standards.
Manages the end-to-end process of invoice handling from generation to final approval and submission to Accounts Payable.
Engages with subcontractors by providing necessary documentation and support, ensuring clear communication and compliance with project requirements.
Works closely with the compliance team to monitor and enforce contract standards and legal obligations.
Processing of subcontractor invoices.
Collaborates with the compliance department to ensure all project activities adhere to contractual guidelines and regulatory standards.
Streamlines project documentation and enhances communication by maintaining organized records in SharePoint, generating regular progress reports, and updating stakeholders on new task orders.
Provides comprehensive project estimates and documentation, facilitating accurate subcontractor engagement.
Works closely with the compliance department to verify subcontractor compliance with legal requirements and project specifications, addressing and mitigating risks as identified.
Implements efficient payment processes, including the secure handling of online transactions and credit card payments via Square.
Manages the financial aspects of project operations, from budgeting to final billing.
Keeps all stakeholders informed of contract changes and updates, ensuring smooth project progression.
Maintains a detailed subcontractor log and ensures all project-related documents are up-to-date and accessible.
Enhances internal and external communication flows, maintaining up-to-date project files and reports.
Utilizes SharePoint for document management and keeps all parties informed about project updates and contractual changes.
Monitors financial transactions and payroll processes, ensuring accuracy and adherence to regulatory requirements.
Implements and oversees a systematic approach to handling and coding financial documents and subcontractor payments.