Job Description

Job Description

Job Description

Position Summary:

IEM is looking to bring on a Full Time- Project Administrator who will be under general supervision from the Program Manager. The Project Administrator will work both internally and with the client to ensure contract compliance, resolve contractual issues, and maintain accurate records. The incumbent may be called upon to provide support and assistance to address issues and concerns outside areas of assignment.

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

Primary Location:

• Candidate must live a commutable distance to Guaynabo, PR & Santurce, PR
• This is an in-office role and candidates must be willing to commute to the office.

Travel Requirements:

• None currently

Ess ential Functions:

• Ensure compliance with contract terms and conditions, monitor contract performance, and facilitate amendments or modifications, as necessary to ensure contracts are interpreted correctly and meet all terms and processes.
• Collaborate with internal teams, such as legal, finance, procurement, and operations, to ensure contract compliance and resolve contractual issues promptly, including approvals for:
  1. Signatures
  2. Change Orders
  3. Work Orders
• Maintain accurate and updated records of contracts, including relevant documents, correspondence, and amendments. This will include reviewing trackers for accuracy and preparing presentation decks to provide information to management and vendors.
• Prepare regular reports for internal and client stakeholders on contract performance, key metrics, and potential areas of improvement. Generate monthly reports on key performance indicators (KPIs) based on current processes.
• Identify opportunities to streamline contract management processes, implement best practices, and enhance overall efficiency.
• Monitor and enforce contract compliance, promptly addressing any deviations or breaches and proactively escalating issues when needed.
• Foster positive relationships with vendors and subcontractors, ensuring their adherence to contractual obligations and resolving any disputes.
• Maintain open, clear, and detailed communication with Program Managers and Project Supervisors for approvals, task orders, change orders, and any other contract-related matters.
• Follow up with vendors on invoice-related issues, including returns.
• Collaborate with relevant parties to document monthly accruals and reversals in line with ongoing processes.

Minimum Qualifications:

• Minimum of Bachelor’s degree
• Prior contract experience
• Experience in DocuSign and Microsoft Office with intermediate to advanced skill level in Word, Outlook, Excel, and PowerPoint
• Demonstrated ability in dealing directly with clients
• Attention to detail with an exceptional level of accuracy
• Ability to adapt and work efficiently in a rapidly changing dynamic environment with deadline pressures
• Strong interpersonal and communication skills, both written and oral
• Fully bilingual English and Spanish

Preferred Qualifications:

• Government contract experience
• Expertise on terms found within professional services and construction agreements
• Two (2) years federal funds / grant management experience

Benefits and more:

• 10 paid Holidays
• Vacation Pay
• Sick Pay
• 401 (K) plan with matching
• Company paid STD and LTD

Why join IEM:

We are a woman owned company in Emergency Management that embraces teamwork, collaboration, flexible performance, actionable solutions and integrity/ethics. Our work touches everyone. We produce results that matter. Results that save lives – join us while we build a safe, secure, and resilient world.

Our culture:

IEM believes in the greater good and it is our commitment to attract those who have excellent technical skills, creative minds and innovative ideas to keep propelling us forward.

IEM is an Equal Opportunity Employer including Vets and Disabled:

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.

If you need reasonable accommodation for any part of the employment process, please contact Human Resources and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from Human Resources.

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