Calista Brice LLC · 15 hours ago
Project Administrator – Industrial Mine Services
Fairbanks, AK
Full-time
Onsite
New Grad, Entry LevelCalista Brice LLC is seeking a Project Administrator to provide comprehensive administrative and financial support to Industrial Mine projects. The role involves assisting with invoice coordination, expense processing, purchasing, job costing, and project documentation, ensuring efficient workflows and compliance with company and client requirements.
ConstructionService IndustryTransportation
Responsibilities
Prepare, review, and process expense reports, per diems, reimbursements, and personal mileage reports in accordance with company policies and project requirements
Assist with the input, coding, and reconciliation of credit card transactions for Program and Project Managers
Support the routing, tracking, and approval workflow of invoices across Industrial Mine programs to ensure timely processing and payment
Maintain organized and accurate project files, records, and documentation, both electronic and hard copy, in accordance with company retention standards
Create and manage Work Orders and Service Orders in Spectrum and Traqsperra to ensure accurate billing and cost allocation
Assist with oversight and facilitation of Spectrum/Texada systems to support accurate job costing, reporting, and financial tracking for the division
Assist in evaluating and improving accounting and operational software processes to promote efficiency and consistent best practices
Create, issue, and receive purchase orders in Spectrum for Brice Equipment vendors, ensuring proper coding and supporting documentation
Reconcile vendor statements, expense statements, and purchase documentation to ensure accuracy and resolve discrepancies in a timely manner
Assist with tracking contracts and subcontracts, including maintaining logs, monitoring compliance requirements, and supporting document control for the administration team
Support project setup and closeout activities, including job number creation, cost code structure, document collection, and final record compilation
Track project budgets, committed costs, and expenditures; assist management with cost reports and financial summaries
Coordinate with field teams, accounting, and vendors to ensure timely receipt of timesheets, invoices, and required backup documentation
Monitor and follow up on outstanding invoices, approvals, and vendor documentation to maintain accurate and current financial records
Assist in general office duties including copying, scanning, filing, mailing, and maintaining office organization
Assist with compiling submittal materials and processing submissions for client or internal approval
Prepare routine reports, spreadsheets, and correspondence to support project managers and leadership decision-making
Provide administrative support for meetings, including scheduling, preparing agendas, and documenting action items as needed
Ensure compliance with company policies, client requirements, and internal controls related to purchasing, billing, and documentation
Serve as a primary administrative point of contact for project staff, vendors, and internal departments, fostering professional and responsive communication
Work in a constant state of alertness and in a safe manner
Perform other duties as assigned
Qualification
Required
High School Diploma or equivalent required
Ability to pass a drug, driving, and background screenings
Knowledge of basic administrative functions and ability to perform related office and project support tasks
Knowledge of project administration practices including invoice processing, purchase orders, expense tracking, and job cost documentation
Ability to review, reconcile, and analyze financial and cost data for accuracy and completeness
Ability to maintain document control systems and organize contracts, subcontracts, change orders, and project files
Ability to prioritize multiple deadlines and shifting priorities in a fast-paced, multi-project environment
Ability to communicate effectively with project managers, field personnel, vendors, and accounting staff to resolve issues and obtain required information
Ability to work in a team environment
Ability to operate standard business computers utilizing business applications Microsoft Office Suite
Proficiency with project accounting and ERP systems (e.g., Spectrum, Texada/Traqspera, or similar construction management software)
Ability to learn new applications
Ability to learn and understand the Company's Standard Operating Procedures (SOPs)
Ability to apply basic accounting principles, including coding, allocations, and reconciliation of expenses and invoices
Ability to do business ethically with customers, vendors, and co-workers
Strong attention to detail with the ability to enter and maintain accurate data and records
Ability to exercise resourcefulness in assisting management & co-workers
Ability to read and interpret contracts, purchase orders, and financial or billing documentation
Ability to prepare summaries, reports, and supporting documentation for project and financial reviews
Ability to maintain a professional appearance
Ability to safely and efficiently operate a motor vehicle
Ability to work in a Native Corporation multi-business environment
Preferred
Previous office administration experience preferred
Administration, construction, equipment rental, and mine experience preferred
Valid state driver's license and qualified to operate a vehicle under the conditions of the Company's Driving Policy
Company
Calista Brice LLC
Calista Brice is a dynamic group of 22 companies delivering comprehensive construction, environmental, technical, and equipment services.
Founded in 2012
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Felicia Wassillie
Talent Engagement Partner
Nellie Ramirez, PHR
Sr Human Recourses Business Partner
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