Project Administrator

  Job Title: Project Administrator (PA) 
  Job Location:   Tampa, FL   Industry:   Engineering
  Employment Status:   Full-time   Employment Type:   Employee
  Salary Range:   Negotiable   Manages Others:   No
  Career Level:   Entry-Mid Level   Years of Experience:   0-3 Years 
  Security Clearance:   Active Secret or ability    to obtain   Education:   BA or equivalent

Job Description:

The PA is responsible for and performs the administrative management of assigned program(s).

  • The PA is responsible for ASI meeting administrative contractual requirements and resolving any administrative issues. The PA consults with the PM/PE on these matters and achieves agreement or elevates the issue until consensus is reached.
  • Ensures that CDRLs are submitted on schedule, action items are resolved on schedule, program activities are on schedule, etc. The PA generates periodic progress reports to the customer with the concurrence of the PM/PE.
  • Reviews all contract changes at the time of their incorporation to ensure that they contain no errors or inappropriate requirements. Update as appropriate project management tools (CDRL database, Payment Schedule spreadsheet, etc.).
  • Ensures that ASI’s subcontracts impose upon our suppliers the performance required to enable ASI to meet its contractual obligations regarding CDRLs. The PA consults with the PM/PE and Materials Management to ensure that the requirements are properly flowed down to our subcontractors.
  • In conjunction with Materials Management, monitors subcontractor and major vendor performance to ensure they meet their administrative contractual obligations to ASI. The PA takes a pro-active role in dealing with subcontractors and major vendors over administrative contractual issues.
  • Tracks correspondence with customers, subcontractors, and major vendors.
  • Writes all Conference Minutes when required as a deliverable item, as agreed between ASI and Customer, and/or as requested by the PM/PE.
  • In conjunction with the PM/PE, prepares and submits all Administrative CDRLs.
  • Assists with collection efforts and timely submittal of required project documentation.
  • Organizes, prepares, attends, and participates in internal and customer meetings (including non-administrative and bi-monthly PMRs).
  • Initiates and updates the Payment Schedule spreadsheet (DD250s).
  • Develops and maintains productive working relationships within ASI and with customers and teammates.
  • Assesses all deliverables for accuracy, quality and timeliness.
  • Provides status updates, monitors timeliness, and flags potential issues to the PM/PE.
  • Communicates with relevant employees and the customer to keep progress on track.
  • Provides support to PM/PE to successfully complete assigned project(s).

Job Requirements:

Qualifications include careful attention to details. The PA must accurately manage the administrative details of assigned programs. The PA must have a good understanding of project management processes.  The PA must be highly reliable with strong interpersonal skills, and should have, as a minimum, some college courses in business, management and/or accounting, with some experience in project administration in a technical environment preferred. The PA must be able to develop an understanding of the technical nature of the products/services provided by the program, in order to effectively communicate with the PM/PE, the customer, and subcontractors/vendors.

General Qualifications:

  • Must be very proficient in Microsoft Office Suite products (Word, Excel, PowerPoint and Outlook).
  • Excellent communication skills, ability to deal with customers at all levels.
  • Very good organization and time management skills to support multiple projects in parallel.
  • Must be able to work in a team environment, or independently, as necessary, and be a self-starter who can resolve problems effectively and efficiently.
  • Must have a strong attention to detail and good interpersonal and teamwork skills.
  • Needs to be able to meet demanding schedules.
  • Must be a U.S. Citizen, and be able to obtain a Department of Defense Security clearance.

Physical Demands:

  • Ability to multi-task in fast-paced dynamic environment.
  • Required to communicate in English.
  • Required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard.
  • Required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl.
  • Vision abilities required by this job include close vision.
  • Available to perform travel from time to time.

Work Environment:

  • While performing the responsibilities of this position, the work environment characteristics are representative of the office environment. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.
  • The noise level in the work environment is usually quiet to moderate unless in a manufacturing area.