What are the responsibilities and job description for the Project And Contracts Administrator position at VIA Metropolitan Transit?
GENERAL DESCRIPTION OF WORK:
Under general direction of the Vice President of Fleet and Facilities Maintenance or designee, the Project & Contacts Administrator will lead staff wit daily planning, developing, executing, and tracking technical and complex Fleet & Facility related projects and operational contracts within the Maintenance Division. Ensuring they are completed on time and within budget and renewed. The position is responsible for working with various VIA division and departmental staff while providing the overall management of all aspects of VIA’s Fleet, Facilities, and Passenger Amenities vehicle, equipment, facilities, bus stop and other related division infrastructure . This position is overall responsible for the leadership, oversight, communication of all quality and performance related issues. This position also assists and supports Fleet & Facilities staff with developing and tracking operating and technical procedures and other such work as assigned while working independently with a strong sense of urgency and ownership to ensure all work is completed on time and of the highest quality. The Project & Contracts Administrator will be required to effectively communicate, and document daily efforts and actions required to complete assigned projects and manage operational contracts and tasks with sponsors and stakeholders across the agency as well as prepare and deliver informative presentations to the Executive Management Team regularly.
ESSENTIAL FUCTIONS:
Project Management
Manages multiple capital projects and operational contracts simultaneously, ensuring objectives, timelines, and deliverables are met through the entire project lifecycle.
Responsible for the Fleet and Facilities Division to document and define projects and contracts in terms of scope, resources, sponsors, stakeholders, roles, and responsibilities.
Develops and determines how project success will be measured and tracked including the establishment of milestones and tracking mechanisms that align with best practices and industry standards.
Works with management staff in the establishment, development, and follow through of all aspects of required performance expectations for projects sponsors and stakeholders and encourages the delivery of those expectations in a well thought out and vetted, timely manner.
Responsible for continuously analyzes the status of projects, estimates fluctuations in delivery schedules, informs stakeholders, and facilitates problem solving meetings to keep projects on track and on time.
Responsible for in managing project financials by forecasting, monitoring, communicating, and controlling project costs on an ongoing basis.
Responsible for the research and development of required budgets as well as the tracking of costs and ensuring overall compliance and reporting of spending.
Responsible for the development, tracking, follow-up, and overall compliance of all DOF (Documentation of Funding) and ICE (Independent Cost Estimate) documentation.
Works closely with Fleet and Facilities Maintenance management staff to research and compile project information both internally and externally. Continually partners with Procurement to oversee efficient positioning of projects and contract renewals.
Serve as VIA’s representative on the tracking of equipment, maintenance, performance, and all other requirements of sub-recipient fleet compliance reporting to meet FTA requirements.
Responsible for development of replacement plans as well as provides the
same procurement efforts for the replacement, etc. of said vehicles as required of VIA’s regular fleet.
Executive Support
Works with management to prepare monthly or more frequent high-level executive and Board related reports, memos, presentations, resolutions, and all other associated materials to ensure accurate and professional delivery.
Responsible for leading and ensuring the development and delivery of detailed, high-level presentations for executive and board level staff using various presentation software like PowerPoint.
Conducts research, gathers information, drafts discussion points, collects relevant images, and creates graphics and charts as necessary to accentuate presentations.
Fosters relationships and collaborates with individuals across all functions and levels of the agency to assemble information and compile periodic and special reports to support Project & Contracts Administrator performance and strategic initiatives.
Evaluates trends and makes recommendations when appropriate.
Responsible for the development, implementation, and facilitation of a strategic Fleet and Facilities Employee Engagement Plan.
Responsible for the development and implementation of the fleet, facilities, passenger amenities and all other maintenance division related replacement plans.
Responsible for the record keeping and filing of all project related documents, presentations etc.
Administrative Liaison
Represents VIA Fleet and Facilities Maintenance on sub-recipient maintenance inspections and compliance reporting. Maintains records of reports for reference and audits. Works closely with other divisions and departments associated with assigned projects and tasks to effectively communicate and document needs and actions.
Leads project review meetings with sponsors and stakeholders to ensure deliverables are on track and aligned with applicable scope and budget.
Continually maintains records and stays current with the status of all assigned projects and tasks to inform sponsors and stakeholders as needed and promptly.
Works with staff to develop and maintain policies and procedures for the Fleet and Facilities Division in coordination with executive leadership and all divisions.
Works with staff developing technical specifications and monitors and provides support through the procurement process to ensure all contractual requirements are being met.
Serves as a general resource and point of contact for the Fleet and Facilities Division for external stakeholders, vendors, contractors, and suppliers.
Aligns with all Divisions leadership staff in the navigation of confidential or complex issues.
Gathers information, provides fact-checking, and presents summary to Senior Executive Management.
Attends Board of Trustees meetings and Board Committee meetings to assist Fleet and Facilities Leadership Staff with related presentations, notation of requests, directions, and other action requirements.
This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.
EDUCATION AND EXPERIENCE:
Requires a bachelor’s degree in Business Administration or related field and a minimum of three (3) years proven and successful project management or related experience or an equivalent combination. Project management certification and/or experience in a maintenance related field is preferred. Equivalent combinations of education and experience may be acceptable.
ADDITIONAL REQUIREMENTS:
Must have a strong sense of awareness, understanding, planning, and execution of the task at hand as well as upcoming projects.
Must be able to clearly and professionally communicate and document needed efforts and actions at an executive and or Board level to accomplish the completion of all tasks and projects with other divisions and departments internally and externally to VIA.
Must have a diplomatic and positive demeanor with the ability to interact successfully with a wide range of individuals and build strong relationships with VIA’s executive leadership and their respective assistants is required.
Expert computer proficiency using Microsoft products including Outlook, Word, Excel, PowerPoint, Visio, Teams, and Power BI.
Must type with acceptable speed and accuracy.
Meticulous attention to detail, an eye for accuracy, and a strong desire to provide high quality service and excellent customer service.
Impeccable communications and writing skills. Excellent editing and proofreading ability and advanced skills in grammar and punctuation are critical to this job.
Must be proactive, self-directed, and flexible and accustomed to working in a fast-paced, deadline intensive environment.
Must analyze situations, exercise sound judgment, and use discretion to maintain confidentiality of sensitive materials.
Position requires great organizational and communication skills resulting in a team oriented and motivated environment.
Must maintain good public relations with division visitors and to deal tactfully and effectively with Trustees, City and County officials, prominent public figures, area stakeholders, business executives, VIA patrons, and the public.
Must carry out written and oral instructions and formulate an action plan.
Must make decisions in accordance with rules, regulations, and company policies and procedures.
Must be a strong communicator and influencer to obtain desired effect or outcome. Must efficiently manage shifting priorities to meet deadlines and action items.
Must identify areas needing improvement and provide innovative solutions.
Must read and comprehend complex materials such as reports, reference manuals, and instructions.
Must be able to maintain good work attendance. Safety Accountability Statement:
- Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.
- Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs; related to safety, health, and system security.
- Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department
- Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.
Must support VIA’s EEO and Diversity Program
PHYSICAL REQUIREMENTS:
Physical ability required to be mobile, bend, stoop, stand, reach, and occasionally lift objects weighing 5-25 pounds such as files, supplies and large reference books.
WORK ENVIRONMENT:
Work involves deadlines and multiple priorities. Works within normal office environment.
Work may involve irregular hours.
VIA Metropolitan Transit is an Equal Opportunity/Affirmative Action Employer.
