Senior project administrator job description

Pharmaceutical Research and Manufacturers of America (PhRMA) is seeking a Project Coordinator for the Science & Regulatory Advocacy (SRA) team to support both department operations and member engagement efforts.

The individual will report to the SRA Chief-of-Staff and provide direct administrative, budgetary, and document management support to the PhRMA SRA department. Additionally, they will assist SRA department staff with, maintaining files and databases, tracking financial commitments, and performing other administrative duties to support the departments advocacy work.
Responsibilities/Qualifications
The Project Coordinator will:
Provide project management support for priority science and regulatory advocacy activities, including U.S. and international regulatory advocacy; Manage, maintain, and organize SRA department content and work group listings in PhRMA databases, including the PhRMAConnect member website; Provide support for the SRA department's budget; tracking financial commitments and reconciling to a financial forecast. Assisting in the development of the annual departmental budget, monitor spending, track budget vs. actuals, and prepare charts, reports and other accounting requests. Coordinate departmental budget meetings. Support the review and management of departmental contracts and process related invoices through use of the PhRMA financial management systems; Assist in administrative support, as needed, to the SRA department staff, including preparing and submitting documents, performing research, and supporting materials production for communications and presentations to internal and external stakeholders. Schedule conference calls, meetings, and events for SRA department staff, including management of conference registrations, venue support and document production. Manage SRA department subscriptions, memberships, and cross-cutting publication requirements, including development of an inventory and catalogue system for access.
Key Success Factors
PhRMA seeks a support-oriented professional who is both collaborative and proactive. This role will interact with, and need to quickly and confidently establish trust with, PhRMA employees, member company staff, and other third parties. Key success factors for this role include excellent interpersonal and communication skills, exceptional time management, project management, organization skills and impeccable attention to detail. The successful candidate should be highly responsible, adaptable, level-headed and able to manage effectively under pressure.
Professional Experience/Requirements
High school diploma; Minimum of 4+ years professional work experience and general bookkeeping or other accounting management; Excellent communication skills, both verbal and written; Strong interpersonal skills and diplomacy; Demonstrated commitment to customer service and quality; Excellent organizational skills, ability to multi-task and balance priorities; Ability to work under pressure; Ability to work independently on projects from conception to completion, exercise sound judgment and discretion when dealing with confidential matters; Strong command of Microsoft suite of software and Adobe Acrobat, including, but not limited to: Outlook, Word, Excel, and Power Point; Perform other duties as assigned.
Preferred Experience
Associates or bachelor's degree; Experience with financial tracking and reporting, invoice management, contract management, etc.; Research experience (online search engines, etc.); Trade association or policy/advocacy organization experience preferred; PhRMA requires all employees to be fully vaccinated against COVID-19 before entering a PhRMA office, unless an exemption applies. Proof of vaccination or eligibility for a religious or medical exemption on the first day of work is mandatory.
About Us
Who We Are
The Pharmaceutical Research and Manufacturers of America (PhRMA) represents the country's leading innovative biopharmaceutical research companies, which are devoted to discovering and developing medicines that enable patients to live longer, healthier and more productive lives. Since 2000, PhRMA member companies have invested more than $1.1 trillion in the search for new treatments and cures, including $102.3 billion in 2021 alone.

Connect with PhRMA
For information on how innovative medicines save lives, please visit:
www.PhRMA.org
www.Innovation.org
www.MAT.org
www.Facebook.com/PhRMA
www.Twitter.com/PhRMA
What We Offer
In addition to a highly competitive salary, generous 401(k) employer contribution and a platform of extensive benefits, PhRMA is committed to the development and overall wellbeing of our team members. We offer traditional (medical, dental, vision, flexible spending, life, AD&D, LTD, STD, LTC) and enhanced benefits such as parental leave, health advocate service, back-up childcare, commuting and financial & estate planning benefits.
Certified as a CEO Cancer Gold Standard employer by the CEO Roundtable and having been named one of Washington's Healthiest Employers, PhRMA provides a fitness subsidy, on-site fitness facility and fitness classes, an annual health fair and extensive employee wellness seminars, events and challenges.
We are committed to the growth and development of our team members and offer many learning opportunities such as tuition reimbursement at both the undergraduate and graduate levels, industry on-site and off-site training, PhRMAcademy lunch and learn sessions, presentation skills, performance management and other management/professional develop programs. Corporate social responsibility is also important to us at PhRMA. Our team members participate in organization-wide community service activities and charitable athletic events.
We are committed to supporting our family of professionals at PhRMA and strive to create programs that help our team members manage the challenges of balancing a fast-paced career with their own personal goals.
Equal Opportunity Employer
PhRMA provides equal employment opportunities to all applicants without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, disability, matriculation, political affiliation, or veteran status in accordance with applicable federal, state and local laws governing non- discrimination in employment.
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About the Position

VHB's growing New England Regional team is seeking two Project Accounting/Billing Specialists with Department of Transportation (DOT) client experience to support our project needs; one located in MA and other in ME.

Responsibilities

* Preparation, review, reporting, and disbursement of invoices and client contract billings, project expenses, accounts receivable/payable, and related accounting functions
* Carries out billing, collection, and reporting activities according to specific deadlines
* Acknowledges correspondence and responds to employee inquiries involving complex accounting/financial processing questions
* Analyzes client contracts with project managers to establish monthly billings.
* Assists with project setup/budgeting, including review of contract compensation and billing methods
* Assists with research and resolution of client invoicing questions
* Assists with accounts receivable collection
* Performs client and subconsultant contract maintenance, including reviewing client contract files to identify variances, omissions, or questionable situations

Skills and Attributes

* Solid knowledge and understanding of accounting/finance/billing principles, methods, and procedures within Architecture, Engineering and Construction industry for Department of Transportation clients
* Strong computer skills using Microsoft Office
* Experience using accounting/financial/contract management software/systems: Deltek Vision
* Excellent verbal, written, and interpersonal communication skills
* Exceptional problem solving, critical thinking, customer service, and organizational skills
* Strong project and time management skills
* Team-oriented with strong capability to work independently
* Self-motivated with attention to detail

Qualifications

* 4+ years of accounting, billing, and contract administration experience within Architecture, Engineering and Construction industry for Department of Transportation (DOT) clients required
* Bachelor's degree in Accounting, Finance, Management, or equivalent field

About Us

WE ARE VHB! We're an inspired and innovative team of engineers, scientists, planners, and designers who partner with clients in the transportation, real estate, institutional, and energy industries, as well as federal, state, and local governments.

Our work helps improve mobility, enhance communities, and contribute to economic vitality. We do this while balancing development and infrastructure needs with stewardship of our environment.

Our people make us great! VHB provides a differentiating employee experience.

* Inclusive culture of collaboration and innovation.
* Opportunity to work on complex, transformational projects.
* Amazing co-workers
* A focus on learning and development
* Flexible, hybrid workplace

It's not surprising that VHB has consistently been rated one of the top AEC firms to work for across our 30+ offices on the East Coast. We're growing and we hope you'll join us!

VHB is proud to be an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other federally protected class.

#LI-DB2

#LI-Hybrid

Under administrative direction, provides overall project management and/or functional team leadership for large, complex construction projects, as defined by the appropriate Area Manager or Director, for major utility systems, including generation; transmission; substation; distribution; chilled water; facilities; and water and waste water business segments. Participation may be required in all or specified aspects of an assigned project, including concept development; design; planning; engineering; procurement; construction; commissioning; quality assurance and control; environmental impact; and safety of employees, contractors and the general public. Job requires advanced knowledge of engineering and industrial construction rules and regulations, practices, techniques and procedures sufficient to perform a broad range of complex functions. Policies are broadly stated and nonspecific, requiring a high degree of judgment, initiative and discretion to interpret their intent and provide guidance to others. Resolves or provides guidance in the resolution of new, unusual and/or unique problems, issues, circumstances and situations after researching policies, precedents, trends and patterns. Resourcefulness and creativity is required to develop new approaches to achieving project objectives. Progress is evaluated at agreed upon milestones for achieving project goals and objectives. Regular contact with individuals and groups at all organizational levels, including other employees, vendors, contractors, internal and external customers and the general public is required to plan, coordinate, advise on work efforts, resolve problems and influence and motivate others to achieve project objectives. May be required to travel.

* Plans, assigns, schedules, monitors, reviews and leads the work of teams comprised of engineers, consultants, contractors, vendors, schedulers and others associated with assigned projects or project functions.

* Provides training for others engaged in assigned engineering and construction projects or project functions.

* Reviews short and long term planning studies; gathers and researches user needs and maintenance and safety concerns and requirements; and makes recommendations for operational and planning solutions.

* Generates detailed project scope documents; establishes priorities and work sequences required to achieve project objectives; and determines the impact of re-sequencing work.

* Evaluates and determines appropriate construction methods; identifies required personnel, material and equipment required for efficient and cost effective execution of project activities; and prepares cost estimates.

* Anticipates potential litigation issues and consults with appropriate risk management experts to structure contracts and contract administration activities in order to maintain a legally defensible position with all concerned parties.

* Reviews and/or prepares Project Request Forms PRFs), Requests for Quotes (RFQs) and Requests for Proposal (RFPs) and reviews, analyzes and evaluates responses.

* Provides input into the development of contract specifications; makes recommendations regarding construction design standards and construction contract language; and participates in the analysis and awarding of contracts.

* Defines contract requirements for scheduling and identifies potential events that could significantly affect the project schedule or cost.

* Reviews final plans, specifications, special conditions, and agreements and provides detailed interpretations of plan specifications, conditions and agreements to others.
* Conducts project scope and kick-off meetings for assigned projects.
* Verifies that all necessary permits and licenses are in place prior to the start of construction.
* Performs contract administration and construction inspections for assigned projects or project functions to ensure all work is completed in an orderly and timely manner in compliance with contract terms; project plans and specifications; JEA standards, policies and procedures; established industrial construction standards; and project schedules and budgets.
* Maintains a balance between legally defensible contract administration and open, effective communication with vendors and contractors.
* Coordinates the work of contractors, including maintaining work record data; negotiating work changes and equitable adjustment requests; writing change orders; and monitoring administration of QA/QC and safety programs and compliance with labor rules and regulations.
* Creates and/or maintains project schedules, budgets and field reports to enforce budget and schedule controls; track and control cash flow and construction costs; and avoid overruns.
* Monitors project progress to ensure work is carried out and completed in a safe, reliable, efficient, cost effective and environmentally sound manner, on time and within budget.
* Monitors the assessment and resolution of environmental issues on project sites, including the implementation of mitigation, compensation and enhancement opportunities programs.
* Performs and/or selects and coordinates analyses; summarizes findings; and provides technical project status reports.
* Oversees and/or coordinates field inspections and testing; responds to or reports non-conformance with plans and specifications; and stops or rejects work or issues citations for violations.
* Selects, modifies or adapts standards, techniques and procedures and/or researches, develops and prepares or approves recommendations for alternative construction solutions.
* Coordinates commissioning with contractors and operating staff prior to formal transfer to operations customer(s).
* Confers with and/or coordinates activities with internal and external individuals and groups and provides written and oral responses to inquiries and problems associated with project activities.
* Establishes, develops and manages relationships with internal and external customers and other stakeholders and handles potentially sensitive situations.
* Studies engineering and technical publications related to industrial construction and the utility industry to maintain currency in technology changes and developments.
* Investigates and evaluates new developments and technologies, determines best application in the JEA environment and makes recommendations for further study and/or implementation.
* Operates standard office equipment and uses required software applications, including modeling and construction project management systems.
* Performs other job-related work as assigned.

*_OPEN REQUIREMENTS_:*
Bachelor's Degree in Engineering, Construction Technology, Construction Management, Building Construction, or other related field from an accredited university.

AND

Ten (10) years of progressively responsible experience in industrial construction project engineering or project management at a major electric or water/wastewater utility or an engineering consulting firm specializing in utility electric, water and wastewater, reclaim water, building operation, telecommunication project designs, project management or construction management.

OR

A fourteen (14) year combination of education, training, and/or experience in industrial construction project engineering or project management at a major electric or water/wastewater utility, or an engineering consulting firm specializing in utility electric, water and wastewater, reclaim water, building operation, telecommunication project designs, project management, or construction management.

*_LICENSING/CERTIFICATION/REGISTRATION_*:

* A valid driver's license is required prior to employment and must be maintained during employment in this classification.

**Job:** **Project Management*

**Title:** *Project Administrator Senior Construction*

**Location:** *FL-Jacksonville*