Project Administrative Manager

Overview

Oversees project admin, timekeeping, travel, cost reporting, and compliance.

Key Responsibilities

• document control
• timekeeping
• travel coordination
• cost coding
• invoice preparation
• compliance management

Tasks

-Ensure compliance with document control and tracking. -This position supervises administrative assistants. -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. -Coordinate with the HSE Manager to ensure new employees receive required external and internal training before arriving at the job site. -Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. -Make travel, lodging and remote camp billeting arrangements for craft and staff personnel. -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. -Responsible for the overall direction, coordination, and evaluation of a project's administrative functions. -Work with Project Engineers to ensure accurate job cost coding. -Manage a project's Administrative Department to ensure all administrative tasks conform to all policies, internal controls, laws and regulations. -Attention to Detail – Ensures one's own and other's work and information are complete and accurate. -Safety and Security – Actively promotes and personally observes safety and security procedures and uses equipment and materials properly. -Work with Project Engineers to code all expense reports for additional approvals, if required, handling and reimbursement. -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. -Ensure internal compliance with reimbursable contract items. -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. -Work closely with other project positions to ensure accuracy in project and operational documentation. -Assist preparing client invoices

Requirements

• college degree
• 5+ years
• microsoft office
• union experience
• leadership
• arctic pipeline

What You Bring

-Government, Oil and Gas industry experience on union contracts. -Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. -College or Associates degree in administration, accounting, finance, construction management, engineering or related and equivalent experience. -Ability to effectively communicate verbally and in written form. -Analytical Skills – Ability to analyze and improve work processes and documentation workflow. -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. -Operate personal computer for extended periods. -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. -Confidentiality – Full and complete knowledge and understanding that highly sensitive, private and confidential data requires handling with the utmost discretion. -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. -The employee must occasionally lift and/or move up to 50 pounds. -Experience on arctic pipeline construction desired. -Understand Union Labor Agreements requirements and reporting required for them. -Ability to write reports, business correspondence, and procedure manuals. -Understand, practice and continually lead by example Doyon Energy Services' commitment to zero incident safety and environmental culture. -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. -Ability to read, analyze, and interpret financial data, general business periodicals, professional journals, technical procedures, and governmental regulations. -Problem Solving – Ability to define problems, collect data, establish facts, and draw valid conclusions. -Total of 5 years total experience, minimum 3 years experience overseeing project administrative responsibilities. -Proficiency with Microsoft Office Applications.

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Benefits

-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.

About Doyon, Limited

-Founded with a vision to provide exceptional construction and engineering services, Doyon, Limited has become a leader in its industry. -The company operates in a wide range of sectors, from energy and oil & gas to government infrastructure projects. -Known for its extensive capabilities in large-scale construction and project management, Doyon has earned a reputation for reliability and quality. -Doyon specializes in both public and private sector projects, demonstrating versatility and a commitment to meeting diverse client needs. -Over the years, Doyon has expanded its expertise into energy, infrastructure, and utilities, becoming a key player in these critical areas. -Their work spans across North America, with a particular focus on Alaska, where they have contributed to numerous large-scale projects. -Doyon’s dedication to innovation and safety ensures that each project is completed to the highest standards of excellence.

Sector Specialisms