Project Controls Administrator

MELE Associates•Rockville, MD

2d•Hybrid

About The Position

The Project Controls Administrator will assist with the coordination and processing of travel authorizations, expense reports, and supporting documentation. This role involves reviewing travel requests and expense reports, supporting invoice review activities, and identifying potential issues on contracts and reports. The administrator will prepare and review monthly reports including cost data, travel, variance reports, total spend, overall allocation, and progress reports. They will also assist in compiling monthly status reports and supporting documentation, review timecards for completeness and timeliness, and support Purchase Order documentation and tracking. Data entry and basic analysis in Excel, participation in training to understand task orders, contract structure, and reporting requirements, and learning government contracting terminology are key aspects of this role. The position requires coordination with internal departments and prime contractors, assisting in generating and maintaining spend plans, and maintaining organized project files. All other duties as assigned.

Requirements

Associate’s or Bachelor’s degree in business, accounting, or a related field (or equivalent experience).
0–2 years of experience in project coordination, administrative support, or related roles.
Proficiency in Microsoft Excel, Word, and Outlook.
Strong attention to detail and willingness to learn.
Ability to follow instructions and work within established processes.
Clear written and verbal communication skills.
Ability to create a positive rapport and work effectively with a variety of colleagues and clients.
Ability to obtain/maintain a Department of Energy (DOE) Q security clearance.

Nice To Haves

Minimum 1-2 years of relevant work experience in Government contracting.
Accounting, Contracts, US Government Contracting experience.
Forecasting experience and budget execution.
Knowledge and experience with Federal Acquisition Regulation (FAR).
Experience with Joint Travel Regulations (JTR) and Federal Travel Regulations (FTR).

Responsibilities

Assist with coordination and processing of travel authorizations, expense reports, and supporting documentation.
Review and process travel requests for approval and expense reports.
Support invoice review activities by validating basic labor categories, hours, and documentation under supervision.
Ability to start identifying issues and concerns on contracts / reports.
Prepare and review monthly reports to include: cost data, travel, variance reports, total spend, overall allocation, progress reports and supplemental reports as requested.
Assist in compiling monthly status reports, cost reports, and supporting documentation using provided templates.
Assist with timecard reviews to ensure submissions are complete and timely.
Support Purchase Order (PO) documentation and tracking under direction.
Perform data entry and basic analysis in Excel (e.g., tracking hours, travel, ODCs).
Participate in training and shadowing opportunities to build understanding of task orders, contract structure, and reporting requirements.
Learn and apply common government contracting terminology, acronyms, and processes.
Coordinate with internal departments (accounting, HR, contracts, security) to route requests and gather information.
Work with prime contractors in requesting funding and period of performance actions and processing of travel/ODCs as required.
Assist in generating spend plans for contracts and maintaining them for accuracy and completeness throughout the life of the contract.
Maintain organized project files, trackers, and documentation in accordance with contract requirements.
All other duties as assigned.