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Calista Brice LLC · 1 hour ago

Project Administrative Manager

Fairbanks, AK

Full-time

Onsite

Entry, Mid Level

2+ years exp

Calista Brice LLC is a company focused on mechanical and electrical construction projects. The Project Administrative Manager will support various technical and administrative functions, ensuring efficient project execution while maintaining positive business relationships.

ConstructionService IndustryTransportation

Responsibilities

Manage the day-to-day administrative functions for Brice Equipment, Brice Services, and related subsidiaries

Participate in job planning and project management meetings with the construction staff and assist in job startup and shutdown

Provide administrative support for all related project employees

Complete union onboarding and offboarding tasks for submission to Human Resources

Provide operations support to Human Resources, IT, Payroll, accounts payable, and the project team

Participate in the bidding process, including the preparation of proposal materials

Compile bid packages with all required documents, insurance, and bonding

Prepare Disadvantaged Business Enterprise good faith efforts in support of estimates (when required)

Obtain bid/performance/payment bonds and Certificates of Insurance

Submit required documents for subcontractors after bid award. Prepare subcontracts, attachments, and exhibits

Ensure copies of contracts and subcontracts are filed in project files

Update and maintain all special statuses, certifications, business licenses, contractors’ licenses, and administrators’ licenses

Perform all check deposits and payment receipts for Accounts Receivable for Brice Equipment, Brice Services, and related subsidiaries

Coordinate with IT any office setup requirements, such as hardware, software, internet, cell phones, desk phones, and laptops for satellite offices or job sites

Manage all office purchases, maintenance requests, media requests, equipment management, and office vendors

File, maintain, and update SAM.gov for multiple companies

Coordinate charitable contributions and sponsorships

Track and maintain usage of cell phones

Meet project deadlines and time-sensitive milestones to ensure smooth workflow and contract compliance

Work in a constant state of alertness and in a safe manner

Perform other duties as directed

Qualification

Office managementAccounting principlesProject managementConstruction industry knowledgeComputerized accountingAnalytical skillsCommunication skillsTime managementOrganizational skillsTeamwork

Required

Bachelor's degree or equivalent in business administration, accounting, or a similar field, or work-related experience and equivalent skills may be substituted

Minimum of 2 years of experience working in a similar position, construction industry preferred

Valid state driver's license and qualified to operate a vehicle under the conditions of the Company's Driving Policy

Ability to pass drug, driving, and background screening

Diverse background in office management, operations support, and project management

Basic knowledge of accounting principles, processes, and terminology

Basic understanding and general knowledge of industry best practices and procedures

Basic knowledge of company policies, documentation, and implementation of office procedures

Knowledge and skills in computerized accounting, financial reporting, and project management systems

Excellent analytical and technical skills

Demonstrates strong project management and organizational skills

Exceptional time management skills

Excellent communication skills, both oral and written, to deal effectively with a variety of interpersonal relationships and situations

Ability to work in a team environment

Good working knowledge of various personal computer business software applications presently used by the Company

Ability to learn new applications

Ability to learn and understand the Company's Standard Operating Procedures (SOPs)

Ability to do business ethically with customers, vendors, and co-workers

Ability to be detail-oriented; superior organizational, follow-up, and records maintenance skills

Ability to exercise resourcefulness in assisting management and co-workers

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals

Ability to draft routine reports and correspondence

Ability to work efficiently and provide a consistent level of high-quality in a high-pressure environment

Ability to adapt to a dynamic work schedule, including extended hours, weekends, and changing shifts, in response to evolving project demands and deadlines

Ability to operate a motor vehicle in a safe and efficient manner

Ability to work in a Native Corporation multi-business environment