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Requisition Number 19-0064
Post Date 8/27/2019
Title Assistant Project Manager - Government Operations
City Chantilly
State VA
Description

POSITION SUMMARY: 

The Project Manager – Government Operations is responsible for day-to-day management of the customer’s projects with direct accountability for project execution while leading a team of building technicians and within prescribed time frames and financial parameters. Works closely with Government Contracting Officer and representatives as well as vendors on acquiring and communicating job information pertinent to performing project related tasks. Responsible for analyzing, streamlining and implementing processes and procedures to improve efficiency and effectiveness of team. Provides work direction to technicians as needed to support project objectives.

ESSENTIAL FUNCTIONS:

1.  Project Planning & Monitoring: Assist with identifying customer needs and undertake assignments, including but not limited to, planning, tracking and documentation for all projects from initiation through closeout. Intervene and problem solve project related issues furnishing solutions to help meet productivity, quality and customer satisfaction.  

  • Set deadlines, assign responsibilities, and monitor and summarize progress of projects.
  • Attend project meetings on and off site as required and help coordinate and expedite necessary action items.
  • Prepare of a variety of written materials including (but not limited to): letters, meeting minutes, notices, reports, transmittals, field directives, proposals, forms, presentations, etc.
  • Monitor project activities to ensure each project phase is progressing on schedule and within prescribed financial parameters.
  • Revise plan and schedules as appropriate to meet changing needs and requirements.

2.  Project Administration: Responsible for accounting and contract administration associated with the Customer’s requirements and projects. 

  • Assist with financial budgeting and reporting for projects, including invoice processing and submission to the government database.
  • Assist in annual departmental budget preparation and participate in quarterly forecasting meetings.
  • Obtain vendor W9s and Certificates of Insurance for each new vendor/consultant.
  • Submit and track check requests and accounts payable invoices via Voyager.
  • Resolve payment issues with project managers, vendors and/or consultants.
  • Communicate cash needs to Treasury.
  • Run and analyze various project related reports (i.e. contract status, invoices for review, project list with job numbers).
  • Follow-up to ensure timely payment to all vendors.
  • Administer contracts for services and materials, including tracking and verifying proper approvals for execution.
  • Generate various types of contracts and change orders.
  • Understand contract terms to ensure compliance.
  • Notify Property Management of scheduled maintenance.

3.  Procurement:

  • Purchase and maintain equipment for the customer.
  • Submit and approve purchase orders and invoices.
  • Analyze purchase activity to gain efficiencies in pricing, use of system, enrollment of new vendors or switching to already enrolled vendors.
  • Perform control activities to ensure service contracts are appropriately authorized and accurately entered.

4.  Tenant Relationship Management:

  • Serve as primary contact to the customer and maintain positive tenant relations.
  • Partner with the tenant to identify needs and execute projects efficiently.
  • Provide frequent updates to the tenant on all day-to-day activities and coordinate communication between vendors/subcontractors, property management, etc.

5.  People Management:

  • Serve as primary contact to the customer and maintain positive tenant relations.
  • Partner with the tenant to identify needs and execute projects efficiently.
  • Provide frequent updates to the tenant on all day-to-day activities and coordinate communication between vendors/subcontractors, property management, etc.

SECONDARY RESPONSIBILITIES: 

  • Ensure job safety standards are maintained at all times.
  • Occasional travel required.
  • Provide notification to management concerning issues.
  • Perform other job related duties as assigned.

QUALIFICATIONS: 

Education

Associate or Bachelor’s degree in Project Management, Operations, Business or other non-technical related field.  Equivalent work experience may be considered.

Further Training

Project Management Certification or equivalent work experience.

Professional Experience

Minimum of 3 years of project management experience or other relevant field.  Minimum of 2 years of providing work direction to others.

Computer Skills

  • PC proficiency to include but not limited to: Microsoft Office applications (Project, Word, Excel, Outlook, PowerPoint etc.). 
  • Above average data entry skills, multiple system invoice processing and ability to learn company specific software.
  • Ability to adapt to new or changing software programs.

Mobility

Occasional travel will be required.

OTHER REQUIREMENTS: 

  • Proven track record of successful project completion.
  • Excellent communication (written and oral) and customer service skills.
  • Ability to prepare and monitor budgets and conduct financial analysis. 
  • Ability to multi-task, prioritize concurrent assignments and adapt to shifting priorities.
  • Must possess a valid driver’s license and the ability to operate a motor vehicle.
  • Ability to be available to be on call and respond at off hours to emergency situations.
  • Must hold and maintain a Secret Security Clearance with USG.
  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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An Equal Opportunity Employer