Job Summary

The Project Administrator I is responsible for supporting the efficient execution of construction projects by assisting in the coordination and documentation of all project related activities. This role involves working closely with project managers, project administrators, and other stakeholders to ensure projects are completed on time, within budget, and in compliance with regulatory and contractual requirements. Project Administrator I will perform administrative functions of the project including preparing reports and maintaining effective communication between team members.

Bristol Alliance of Companies (Bristol) is committed to building lasting relationships that reflect our hard work, ingenuity, and dedication to safety. Every employee has an impact on our success, which benefits the Native Culture, land, and people of the Bristol Bay region.

Our values: People, Communities, Reputation, Teamwork, Trust, and Truth.

Essential Functions

• Process accounts payable & subcontractor invoices. Collection & audit of associated lien releases.
• Set-up and maintain project files. Work with project staff to keep information current.
• Track subcontractor and sub-tier documents including insurance certificates, business licenses, federal forms, contract documents.
• Track, audit, and process certified payroll submission, ensuring compliance with federal, state, and client requirements. Work with subcontractors to correct any issues.
• Input timesheets and expense reports as needed to support the field team.
• Assist with estimating and proposal efforts, as needed.
• Perform general filing, mail processing and administrative duties.
• Look for ways to improve and promote quality and monitor your own work to ensure quality is met.
• Perform general clerical duties as needed to support the team including, but not limited to, ordering supplies, answering telephone inquiries, taking messages, filing, scanning, and photocopying.
• Assist with gathering required documentation for project invoicing (Accounts Receivable).
• Assist with preparation of subcontracts, change orders, purchase orders, and other subcontractor or job-related actions.
• Coordinate with client any site access requirements, ensuring company and subcontractor compliance.
• Process new hires, field and office, as per Bristol policies.
• Complete project closeout including final releases, final billing, and an internal self-audit to ensure all final documents are complete and open commitments are satisfied.
• Other duties as assigned.

Competencies

• Ability to manage day-to-day activities effectively.
• Ability to prioritize and organize, work well under stress, meet deadlines. Work independently, prioritize work activities and use time efficiently.
• Ability to function in a self-directed, fast-paced, agile environment using critical thinking and strong problem-solving skills.
• Ability to be flexible and adapt to constant change.
• Ability to work flexible hours as required to meet deadlines.
• Strong interpersonal skills to assist and communicate with staff and clients.
• Strong computer skills including proficiency in Microsoft (MS) Excel, MS Word, MS Outlook, Adobe Acrobat and accounting software.
• Ability to maintain confidentiality on a wide variety of topics and issues requiring discretion.
• Ability to perform tasks in a safe and responsible manner.
• Ability to respond appropriately and professionally to all inquiries or complaints
• Knowledge of basic accounts payable and accounts receivable requirements
• Knowledge of compliance requirements including company, state and federal requirements.
• Knowledge of business line workflow principles and company processes and procedures.
• Ability to work as part of a project team as well as be an integral part of the company PA Team. Demonstrate and promote a positive team-oriented environment.
• Demonstrates a high level of accuracy in preparing and entering financial information.
• Knowledge of administrative and clerical procedures and systems such as managing files and records, and other office procedures and terminology.
• Ability to clearly speak, write, read and understand the English language.
• Think innovatively and proactively to solve problems in a positive manner.
• Ability to embrace change.

Required Education and Experience

• High School Diploma or equivalent.
• Minimum of 1 year experience as a project assistant or administrative assistant.
• Valid driver's license.

Preferred Education and Experience

• Construction or environmental project assistant or administrative assistant with construction or environmental project duties, preferably in the federal contracting market.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Position is primarily based in an office environment, with occasional exposure to varying noise levels that may require clear and auditable communication.
• Position may involve working in conditions that require prolonged periods of sitting, frequent use of computers and office equipment and collaboration in shared workspaces.
• Position will involve exposure to standard office equipment factors such as printer toner, paper dust, artificial lighting, and temperature variations due to air conditioning or heating systems.
• Position requires close visual focus for tasks such as operating a computer, reviewing documents and performing detailed analytical work.

Physical Qualifications

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Mobility: must be able to stoop, kneel, reach, walk, lift, grasp, feel, talk, hear, and perform repetitive motions.
• Hearing: must be able to hear audible safety alarms.
• Visual Acuity: must be adequate to perform the above listed tasks in a safe manner and perform activities such as viewing a computer terminal and extensive reading.
• Lifting: must be able to exert up to 50 pounds of force occasionally and up to 20 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Benefits

Excellent salary and benefits package to include paid time off, paid holidays, comprehensive health plan including medical, dental, vision, life insurance, short-term disability insurance, and 401(k) plan with employer match.

Equal Opportunity Employer Statement

Bristol companies are equal opportunity employers and offer any available positions to all, without regard to race, color, religion, sex, national origin, age, disability, veteran status, parenthood, pregnancy, marital status, or changes in marital status, in accordance with applicable state and federal laws. This applies to recruitment, placement, pay, benefits, training, employment status changes, social and recreational programs, and other conditions and benefits of employment.

Bristol grants employment preference first to BBNC and Choggiung shareholders, their spouses, or descendants, and second to Alaska Native Corporation shareholders in accordance with P.L. 93-638.

Disclaimer

This job description is not intended to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

This job description is not a contract or employment. It does not promise or guarantee any particular benefit or specific action. All employment with Bristol is "at-will" which means that Bristol or employee can terminate the employment relationship at any time with or without cause.