Project Administrative Manager

Overview

- SUMMARY: The Project Administrative Manager oversees all project general office activities, manages all timekeeping, travel and billeting functions, works closely with accounting to ensure projects are accurately set up in the corporate accounting system, and collects cost data for reports and invoicing. This position oversees and works directly with highly sensitive and confidential personal information and records. The Administrative Manager must always ensure this confidentiality is upheld and preserved and all records are secured and safeguarded.

- Location: Town / North Slope Project Sites

- Hours: Town - 40+; Projects - 70+

- Point of hire: Fairbanks, AK

- Position type: Regular Full-time

Responsibilities

ESSENTIAL DUTIES AND 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.

JOB REQUIREMENTS

- 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.

SUPERVISORY RESPONSIBILITIES

- This position supervises administrative assistants.

- Depending on size and number of projects, this position also supervises all administrative non-supervisory employees including project time keepers, administrative assistants and travel coordinators.

- Depending on background and experience, the Administrative Manager may supervise other project departments.

Qualifications

EDUCATION AND EXPERIENCE

- 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.

PHYSICAL DEMANDS & WORK ENVIRONMENT

- The employee must occasionally lift and/or move up to 50 pounds.

- Operate personal computer for extended periods.

- Work extended hours in an office and field setting (scheduled and/or unscheduled, nights and/or weekends), occasionally, as needed or required to meet established deadlines.

- PREFERENCE STATEMENT: Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.

- REASONABLE ACCOMMODATION: It is Doyon's business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

_The above is not intended to list all possible essential duties and responsibilities as they are subject to change. The employer reserves the right to revise or change this description. This job description does not constitute a written or implied contract of employment. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice. To perform this job successfully, an individual must perform each of the above essential duties and responsibilities and meet the physical demands._