Project Administrator – Industrial Mine Services

Calista Corporation•Fairbanks, AK

About The Position

The Project Administrator provides comprehensive administrative and financial support to Industrial Mine projects, assisting with invoice coordination, expense processing, purchasing, job costing, and project documentation. This role partners closely with project managers, field teams, accounting, and vendors to ensure accurate financial tracking, efficient workflows, and compliance with company and client requirements. The Project Administrator plays a key role in maintaining organized records, supporting reporting, and helping projects run smoothly from startup through closeout.

Requirements

Knowledge of basic administrative functions and ability to perform related office and project support tasks.
Knowledge of project administration practices including invoice processing, purchase orders, expense tracking, and job cost documentation.
Ability to review, reconcile, and analyze financial and cost data for accuracy and completeness.
Ability to maintain document control systems and organize contracts, subcontracts, change orders, and project files.
Ability to prioritize multiple deadlines and shifting priorities in a fast-paced, multi-project environment.
Ability to communicate effectively with project managers, field personnel, vendors, and accounting staff to resolve issues and obtain required information.
Ability to work in a team environment.
Ability to operate standard business computers utilizing business applications Microsoft Office Suite.
Proficiency with project accounting and ERP systems (e.g., Spectrum, Texada/Traqspera, or similar construction management software).
Ability to learn new applications.
Ability to learn and understand the Company’s Standard Operating Procedures (SOPs).
Ability to apply basic accounting principles, including coding, allocations, and reconciliation of expenses and invoices.
Ability to do business ethically with customers, vendors, and co-workers.
Strong attention to detail with the ability to enter and maintain accurate data and records.
Ability to exercise resourcefulness in assisting management & co-workers.
Ability to read and interpret contracts, purchase orders, and financial or billing documentation.
Ability to prepare summaries, reports, and supporting documentation for project and financial reviews.
Ability to maintain a professional appearance.
Ability to safely and efficiently operate a motor vehicle.
Ability to work in a Native Corporation multi-business environment.
High School Diploma or equivalent required.
Valid state driver’s license and qualified to operate a vehicle under the conditions of the Company’s Driving Policy.
Ability to pass a drug, driving, and background screenings.

Nice To Haves

Previous office administration experience preferred.
Administration, construction, equipment rental, and mine experience preferred.

Responsibilities

Prepare, review, and process expense reports, per diems, reimbursements, and personal mileage reports in accordance with company policies and project requirements.
Assist with the input, coding, and reconciliation of credit card transactions for Program and Project Managers.
Support the routing, tracking, and approval workflow of invoices across Industrial Mine programs to ensure timely processing and payment.
Maintain organized and accurate project files, records, and documentation, both electronic and hard copy, in accordance with company retention standards.
Create and manage Work Orders and Service Orders in Spectrum and Traqsperra to ensure accurate billing and cost allocation.
Assist with oversight and facilitation of Spectrum/Texada systems to support accurate job costing, reporting, and financial tracking for the division.
Assist in evaluating and improving accounting and operational software processes to promote efficiency and consistent best practices.
Create, issue, and receive purchase orders in Spectrum for Brice Equipment vendors, ensuring proper coding and supporting documentation.
Reconcile vendor statements, expense statements, and purchase documentation to ensure accuracy and resolve discrepancies in a timely manner.
Assist with tracking contracts and subcontracts, including maintaining logs, monitoring compliance requirements, and supporting document control for the administration team.
Support project setup and closeout activities, including job number creation, cost code structure, document collection, and final record compilation.
Track project budgets, committed costs, and expenditures; assist management with cost reports and financial summaries.
Coordinate with field teams, accounting, and vendors to ensure timely receipt of timesheets, invoices, and required backup documentation.
Monitor and follow up on outstanding invoices, approvals, and vendor documentation to maintain accurate and current financial records.
Assist in general office duties including copying, scanning, filing, mailing, and maintaining office organization.
Assist with compiling submittal materials and processing submissions for client or internal approval.
Prepare routine reports, spreadsheets, and correspondence to support project managers and leadership decision-making.
Provide administrative support for meetings, including scheduling, preparing agendas, and documenting action items as needed.
Ensure compliance with company policies, client requirements, and internal controls related to purchasing, billing, and documentation.
Serve as a primary administrative point of contact for project staff, vendors, and internal departments, fostering professional and responsive communication.
Work in a constant state of alertness and in a safe manner.
Perform other duties as assigned.