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Doyon, Limited · 2 months ago

Project Administrative Manager

Fairbanks, Alaska

Full-time

Onsite

Senior Level

5+ years exp

Doyon, Limited is a company that focuses on providing various services, and they are seeking a Project Administrative Manager to oversee all project general office activities. This role includes managing timekeeping, travel, and billeting functions, ensuring compliance with accounting systems, and safeguarding sensitive information.

Oil & Energy

Responsibilities

Understand, practice and continually lead by example Doyon Energy Services' commitment to zero incident safety and environmental culture

Assist preparing client invoices

Work with Project Engineers to ensure accurate job cost coding

Work with Project Engineers to code all expense reports for additional approvals, if required, handling and reimbursement

Understand Union Labor Agreements requirements and reporting required for them

Ensure compliance with document control and tracking

Ensure internal compliance with reimbursable contract items

Manage a project’s Administrative Department to ensure all administrative tasks conform to all policies, internal controls, laws and regulations

Responsible for the overall direction, coordination, and evaluation of a project’s administrative functions

Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws

Work closely with other project positions to ensure accuracy in project and operational documentation

Prepare union dispatch paperwork when hiring craft employees

Assist in the preparation or prepare new hire paperwork for entry or directly enter into the HR and payroll systems

Coordinate with the HSE Manager to ensure new employees receive required external and internal training before arriving at the job site

Make travel, lodging and remote camp billeting arrangements for craft and staff personnel

Other duties as assigned

Qualification

Microsoft OfficeProject ManagementLeadership SkillsAnalytical SkillsAttention to DetailProblem SolvingQuality ManagementJudgmentSafetySecurityFinancial Data AnalysisReport WritingCommunication SkillsConfidentiality

Required

College or Associates degree in administration, accounting, finance, construction management, engineering or related and equivalent experience

Experience on arctic pipeline construction desired

Total of 5 years total experience, minimum 3 years experience overseeing project administrative responsibilities

Proficiency with Microsoft Office Applications

Government, Oil and Gas industry experience on union contracts

Management and Leadership Skills – Ability to identify and establish expectations in an employee/employer relationship. Solid leadership, communication, motivation and interpersonal skills, and the ability to work with individuals with varying disciplines, backgrounds and experience at both the corporate and project levels

Planning/Organizing – Ability to organize and prioritize daily work, including tracking and managing numerous and varied tasks, uses time efficiently and develops realistic action plans; has ability to manage multiple priorities and projects simultaneously. Ability to set and achieve goals and meet deadlines

Attention to Detail – Ensures one's own and other's work and information are complete and accurate

Communication Skills – Listens, writes, and speaks effectively, and positively relates and interacts with coworkers and others. Professional and open communication is required by all. Ability to recognize and accurately communicate important issues and questions to appropriate staff personnel

Confidentiality – Full and complete knowledge and understanding that highly sensitive, private and confidential data requires handling with the utmost discretion

Analytical Skills – Ability to analyze and improve work processes and documentation workflow

Problem Solving – Ability to define problems, collect data, establish facts, and draw valid conclusions

Quality Management – Looks for ways to improve and promote quality and demonstrates accuracy and thoroughness. Ability to successfully and accurately perform duties and responsibilities with minimal direct supervision. Ability to proactively work in a high paced, deadline oriented environment

Judgment – Displays willingness to make decisions, exhibits sound and accurate judgment and makes timely decisions

Safety and Security – Actively promotes and personally observes safety and security procedures and uses equipment and materials properly

Ability to read, analyze, and interpret financial data, general business periodicals, professional journals, technical procedures, and governmental regulations

Ability to write reports, business correspondence, and procedure manuals

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public

Ability to effectively communicate verbally and in written form