Project Administrator - ZipRecruiter : Job Details

Job DescriptionJob Description

PROJECT ADMINISTRATOR | KAIYUH SERVICES, LLC

Type of Position: Full-Time, Regular

Tier: 1

Location: Capital Region

Schedule: Monday – Friday, 40 hours per week

FLSA Classification: Exempt

Reports to: Project Manager

JOB OVERVIEW

The Project Administrator plays a crucial role in enhancing operational efficiency and profitability, offering support in accounting and contract management areas. This role involves implementing operational strategies across various platforms and managing contract-related activities, including procurement and services. The individual ensures that all aspects of performance, delivery schedules, and cost estimations meet the required standards of accuracy and completeness. Under the guidance of the General Manager, this position is tasked with evaluating bids for adherence to contractual stipulations and selecting suitable proposals. The Project Administrator handles the processing and oversight of bids, specifications, and reports, facilitating proposals and agreements with subcontractors. Additionally, this role involves coordinating amendments or extensions to contracts as necessary.

In collaboration with the Compliance Department, the Project Administrator provides essential contract-related information to the planning and production teams, outlining their rights and obligations. This position may also gather data for cost estimates and serve as the primary point of contact between the company and its subcontractors.

RESPONSIBILITIES

• Leads in the creation, distribution, and detailed review of subcontract documents, ensuring they meet all contractual and regulatory requirements.
• Directs the preparation and critical evaluation of all subcontract-related paperwork, ensuring compliance with legal and operational standards. Manages the end-to-end process of invoice handling from to final approval and submission to Accounts Payable.
• Engages with subcontractors by providing necessary documentation and support, ensuring clear communication and compliance with project requirements. Works closely with the compliance team to monitor and enforce contract standards and legal obligations.
• Processing of subcontractor invoices. Collaborates with the compliance department to ensure all project activities adhere to contractual guidelines and regulatory standards.
• Streamlines project documentation and enhances communication by maintaining organized records in SharePoint, generating regular progress reports, and updating stakeholders on new task orders. Provides comprehensive project estimates and documentation, facilitating accurate subcontractor engagement.
• Works closely with the compliance department to verify subcontractor compliance with legal requirements and project specifications, addressing and mitigating risks as identified.
• Implements efficient payment processes, including the secure handling of online transactions and credit card payments via Square. Manages the financial aspects of project operations, from budgeting to final billing. Keeps all stakeholders informed of contract changes and updates, ensuring smooth project progression.
• Maintains a detailed subcontractor log and ensures all project-related documents are up-to-date and accessible.
• Enhances internal and external communication flows, maintaining up-to-date project files and reports. Utilizes SharePoint for document management and keeps all parties informed about project updates and contractual changes.
• Monitors financial transactions and payroll processes, ensuring accuracy and adherence to regulatory requirements. Implements and oversees a systematic approach to handling and coding financial documents and subcontractor payments.

REQUIREMENTS

• Bachelor's in systems management, or a related field
• 3-5 years of experience; or equivalent combination of education and experience
• SCA/DBA/Union/Government contracting experience
• Applied knowledge of 8(a) and HUBZone contracting
• Experience using Deltek Costpoint,
• Proficient with Microsoft Windows, Microsoft Office 365, and Microsoft Office Suite
• Previous experience in Alaska Corporations
• Ability to pass a background and drug screening

OUR COMMITMENT TO YOU

At Kaiyuh Services, LLC (KSL), we empower our employees in their careers. When you work with us, we will encourage you to follow your passions, and we promise to be committed to your safety, well-being, and professional development.

We treat our team members well – because it's the right thing to do, and because it makes good business sense. At KSL, you will contribute to our mission, making a difference in the lives of our Alaska shareholders community. We work with our clients to develop creative solutions with an emphasis on our respect for our land, culture, , tradition, and one another.

WORK ENVIRONMENT

This position will primarily work in an office setting. The office environment is professional, collaborative, and conducive to focused work. The typical office amenities and equipment, including computers, phones, and other necessary tools, will be provided. This position may require minimal travel.

PHYSICAL DEMANDS

SEDENTARY WORK

The position involves predominantly sedentary work. Most tasks will be performed while sitting at a desk or a computer workstation.

SCREEN TIME

Extensive use of computer screens and keyboards is required. The role involves working in various software applications and may require extended periods of screen time.

LIFTING & CARRYING

Minimal physical effort is required. Occasionally, the employee may need to lift or carry light office supplies or materials.

MOBILITY

The employees will need to move around the office to attend meetings, access shared resources, and collaborate with team members.

OCCUPATIONAL HEALTH & SAFETY

The company is committed to maintaining a safe and healthy working environment. All employees are expected to adhere to safety guidelines and report any safety concerns.

ACCOMMODATIONS

The company is committed to providing reasonable accommodations to employees with disabilities. Individuals with specific accommodation needs are encouraged to discuss them with the Human Resources Department.

ABOUT KAIYUH SERVICES, LLC

Our parent company, Gana-A'Yoo, Limited is an Alaska -Owned Village Corporation serving its more than 2,000 shareholders and four villages located along the Yukon River. Alaska Corporations are the result of the passage of the Alaska Claims Settlement Act, which was signed into law in 1971. The act was intended to resolve long-standing issues surrounding aboriginal land claims, to stimulate economic development throughout Alaska, as well as to settle land and financial claims.

As a historically nomadic people who relied on each other, the concept of sharing is essential in Athabascan tradition. For thousands of years, small groups would band together to share resources, helping to ensure both the success and survival of the group. In the Koyukon Athabaskan , Gana-A'Yoo means friends together, which is reflected in our logomark's firm arm grip and the value we place on building long-term relationships.

This was the underlying sentiment in 1978 when the shareholders of the villages of Galena, Koyukuk, Nulato, and Kaltag decided to join together as friends and merge into one for-profit village corporation. The company has strong social and cultural ties to its villages and is committed to meeting its economic, social, and cultural obligations to its shareholders.

EQUAL OPPORTUNITY STATEMENT

KSL is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to , , , , beliefs, , , U.S. veteran status, or any other legally protected characteristics.