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

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…