Office Administrator

Job Title: Office Administrator

Work Schedule: Monday – Friday, 7-4

Company: Potawatomi Defense Operations, LLC

Location/Site: CONUS/Home

Salary Range: $30,000 - $60,000

Summary

The Office Manager is responsible for the administrative tasks related to processing and tracking the various construction management processes associated with subcontracts, POs, insurance, bonding, certified payroll, etc. and for performing other accounting and office related tasks (A/P & A/R tracking, obtaining office supplies, answering phones, etc.) which allows the project management team to focus on their core responsibilities associated with project performance. Responsible for assisting the Potawatomi Defense Operations Financial Team broad based support to the Payroll/Accounts Payable Office Teams for both local and corporate needs. Assist management with clerical and administrative support, performing complex and confidential functions and document control. The primary responsibility of the Office Manager is to maintain a well-organized and functioning office that facilitates an efficient work environment that conveys a tone of professionalism as seen through the eyes of the various internal and external project stakeholders.

Essential Duties and Responsibilities

Include, but are not limited to:

• Support the project management team in the construction process throughout all phases of the lifecycle of a project to include estimating, negotiating, contracting, buyout, construction administration and closeout of individual projects and/or task order projects at large by copying, distributing and filing all routine correspondence.

• Work with the project management team to prepare the monthly applications for payment by accumulating, copying and filing all required backup (utilizing a check list) and by tracking the progress of the applications to make sure that all processing steps are complete by the required due dates.

• Obtain all delivery receipts and others forms of daily reports and/or backup that are related to the delivery of materials. Accumulate the backup in an alphabetical file for use when the invoices come in.

• Work with home office Accounts Payable to control the workflow of all invoices, to include matching delivery receipts with invoices, cost coding, obtaining the project manager’s approvals and by returning the signed invoices with all appropriate backup to the home office in a timely manner.

• Collect all timecards, verify that cost coding and all other elements are filled out properly, once approved, forward all timecards to the payroll department prior to the date and time due.

• Be the onsite liaison for minor HR matters that involve making forms available, assisting newly hired employees, performing startup and closeout paperwork on employees (utilizing checklists), etc...

• Assist with certified payrolls & other compliance documents for self-performed and subcontractor work for all active trades. Copy, file & distribute required documents monthly incidental to prepare applications for payment.

• Maintain all project files (paper and electronic) and the transfer of documents between the field office and all stakeholders in a high state of order in which documents are readily locatable.

• Maintain a current project directory list of phone numbers and email addresses for all major stakeholders involved in each project and routinely distribute the list.

• Maintain a reasonable inventory of office consumables (office supplies, bottled water, coffee, etc.) and order the various supplies based on a periodic schedule.

• Maintain an awareness of where all staff are, to be able to respond to telephone calls and visitors’ needs to locate people and/or to address issues.

• Publish, copy, distribute meeting agendas, logs, attachments and minutes for the weekly staff meetings and other ad hoc meetings as required.

• Facilitate the movement of paper documents by processing mail and express mail services both inbound and outbound.

• Maintain a clean office environment via a combination of the help of others, coordinate with janitorial services where needed.

• Daily, keep all Printers, Copiers and Fax Machines filled with paper, toner and in a good state of order.

• Provide timely and cordial interaction with Potawatomi Ventures shared services, such as Accounting, HR, IT, Proposals, etc.

• Participate in life-long learning opportunities and professional development.

• Participate in weekly staff meetings and focused work group functions.

• Assist in the uploading and tracking of project documents, pay estimates, billings, invoicing and all other project documents through Procore project software.

• Process and follow-up with local CONUS vendor applications and invoices.

• Performs other related duties as required.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Minimum Qualifications

• High school diploma, or equivalent. Preferred A.S. degree in Business Administration or similar.

• Three years of direct experience or equivalent preferred.

• An understanding of construction terminology.

• Computer literacy, a high level of proficiency with spreadsheets and the complete MS Office Suite of Software. The ability to readily learn and use project specific software used in performing the administrative functions of the position.

• Proficiency in Procore Project Management software.

• Demonstrate good planning and organizational skills.

• Excellent phone etiquette.

• Excellent verbal and written communication skills.

• Professional appearance.

• U.S. citizenship or U.S permanent resident status required.

• A valid drivers' license issued by state of residence and in good standing is required.

• Good interpersonal and analytical skills.

• Ability to work independently on assigned tasks as well as to accept directions on given assignments.

• Able to work collectively with the administrative team associates, working through chain of command.

• Punctual.

• Must possess ability to understand departmental operations and procedures.

• Provide outstanding customer service, to external and internal customers.

• Recognizes the need for confidentiality and securing of sensitive information.

Preferred Qualifications

• Involvement in professional associations.

• Experience and knowledge of Tribal cultures.

Physical Demands

• Frequent sitting for prolonged periods of time, using hands/fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking from place to place within the office with occasional use of stairs and no elevator available; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting of up to 25 pounds such as small office equipment, files, stacks of paper, reference and other materials.

• Work is performed in an office setting with ability to speak and receive phone communications often. Work requires computer usage with strength, dexterity, coordination and visual acuity to use keyboard and video display terminal and other office equipment. Travel required.

• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

• The work environmental characteristics described in this job description are representative of those an employee encounters while performing the essential duties and responsibilities of this job.

• This position is location is TBD.

• Generally indoors. While outdoors may be subject to construction site conditions, confined spaces, changes in temperature, weather conditions and noise levels.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. The employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this job has excluded marginal functions of the job that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities required to perform the essential duties and responsibilities.

Potawatomi Defense Operations, LLC is an equal opportunity employer. In order to provide equal employment opportunities for all applicants and advancement opportunities to all employees, employment decisions at Potawatomi Federal Solutions will be based on merit, qualifications and abilities. Potawatomi Federal Solutions does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, marital status or any other characteristic protected by law.