Project Coordinator and Assistant Facility Security Officer

Job Description

Job Description

This position is responsible for assisting in the International Division. An individual in this position will be expected to perform additional job-related responsibilities and duties throughout the facility as assigned and/or as necessary. Project Coordinator (PC) responsibilities include working closely with each Project Manager to prepare comprehensive action plans, including resources, timeframes and budgets for projects. The PC will perform various coordinating tasks along with administrative duties, like maintaining project documentation and handling financial queries. Ultimately, the Project Coordinator’s duties are to ensure that all projects are completed on time, within budget and meet high quality standards.

This position will play a critical role in pushing our business forward, assisting management with inventory control and best practices of supply chain strategies as well as providing day-to-day security administrative support to ensure compliance and alignment with the National Industrial Security program (NISPOM), and Defense Counterintelligence and Security Agency (DCSA).

Essential Functions: An individual must be able to successfully perform the essential functions of this position with or without reasonable accommodation.

• Prepare monthly invoicing for solutions customers. Assist with the preparation and distribution of AIA formatted invoices.
• Cross training in administrative roles such as billing, ordering, dispatch, shipping, receiving, delivering and service.
• Effectively communicate with Operations Managers, Project Managers, and Accounting regarding contract documents, change orders / other modifications, approvals, and any additional services related to billings.
• Work with Operations and Accounts Receivable to facilitate client collections and cash application.
• Create and process subcontract agreements after receiving the developed subcontract scope of work from the project manager.
• Receive incoming supplier/subcontractor invoices, verify accuracy and readiness to pay with Project Manager, and assist accounting team with processing for payment.
• Enter Prevailing Wage amounts in applicable ERP System and send reports received from payroll department
• General administrative and office support for International Division staff.
• Support a performance-based culture, both team and individual, to assure continuous improvement and alignment with enterprise vision, mission, and objectives.
• Ensure that all quality and safety standards, specifications and policies are met, drive continuous equipment improvements, and collaborate with the team to drive efficiencies.
• Support a culture based on open/honest dialogue and involvement with all team members that demonstrates the value of their input and engagement in improving performance.
• Support a culture of high performance and accountability in employee and product safety as well as other aspects of the business.
• Assist senior level procurement staff with all facets of the procurement and sales process, enabling best practices.
• Provide updates on project tasks.
• Monitor inventory levels across the international warehouses.
• Maintain procurement data within the procurement system including updates to delivery dates and invoice forecasts.
• Assist with the resolution of supplier issues through analysis and reconciliation.
• With assistance, prepare and analyze price analysis and/or market research.

Security responsibilities such as:

• Processing of local site personnel security clearances.
• Document control and accountability.
• Viper phone/safe custodian.
• Assisting with DD254 requests and tracking.
• Performing SF312 briefings.
• Implementing effective Security Education and Training Awareness program and Insider Threat Programs.
• Conducting routine self-inspections to assure compliance and in preparation of annual security audits
• Conduct investigations into security incidents & violations and ensure reporting and corrective actions are initiated
• Visitor control coordination, administering visit requests and examining credentials of those visiting the office
• Maintain office supply inventory including tracking company and government equipment
• Other administrative duties include expense reporting, travel reservations, & meeting organization

Physical Security

• Work with industry partners to ensure physical security measures are met and compliant with applicable DoD and DCSA policy
• Conduct annual and biannual physical self-inspection

Desired Skills but not required:

• Working knowledge of NISPOM and related federal requirements for classified document control with experience in handling classified materials
• Proficient with DISS, NBIS, e-APP, COMSEC training, and DCSA SWFT system
• Experience with processing personnel clearances via DISS/NBIS and DCSA Auditing procedures
• Familiar with processing passports, VISAs, booking travel arrangements and VARs
• Strong Interpersonal and organizational skills with demonstrated ability to multi-task in a wide variety of tasks in support of customer engagement and business growth opportunities
• Sound business and financial planning skills with ability to manage job costing

Requirements

• Associates degree, including college courses in accounting or business preferred
• Intermediate to advanced computer literacy, including experience with ERP / IT systems
• Displays strong written and verbal communication skills, as well as strong organizational skills
• Ability to work independently, take initiative, manage priorities, and see projects through to completion
• Working knowledge of basic accounting functions (AP, Percentage of Completion method) and ability to coordinate with multiple internal departments (Operations and Accounting)
• Knowledge of Microsoft AX or project percentage billing (AIA) required
• 3-5 Years relevant work experience with provides the requisite knowledge, skills and abilities for the job.
• Must obtain Top-Secret Clearance
• Schedule: 7:30am to 4:30pm Monday – Friday
• Ability to learn international shipping regulations and requirements.
• Ability to move 50 pounds or more with provide pallet jack or shop dolly.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Basic Life Insurance

Voluntary Life Insurance

Short Term & Long Term Disability

Paid Vacation

Paid Sick Time

Paid Holidays

401K with Company match

Albireo Energy is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.