Project Administrative Coordinator

Brice Incorporated

Regular

Pay Range: $26 - $30 per hour

Why choose us?

As a proud subsidiary of Calista Brice, we're part of a family of 20+ companies tackling tough construction, environmental, and technical challenges. Working at a Calista Brice company means joining a team where cultural values and practical innovation come together to create meaningful impact. You'll experience the stability of a large organization while enjoying the tight-knit community and entrepreneurial spirit of a smaller company, with opportunities to grow your career across our diverse family of businesses.

Calista Brice is owned by Calista Corporation, an Alaska Native Corporation (ANC) established under the Alaska Native Claims Settlement Act of 1971. ANCs were created to support economic development and self-determination for Alaska's Indigenous peoples. Our work directly contributes to advancing the social, cultural, and economic welfare of over 35,000 Alaska Natives in the Calista Region.

What does Brice Incorporated do?

Brice Inc. has been tackling Alaska's most challenging construction projects since 1961. We integrate civil construction, marine transportation, equipment operations, and quarry resources to complete projects in remote locations throughout the state. Our projects range from airport improvements on isolated islands to erosion control initiatives above the Arctic Circle. You'll develop exceptional problem-solving skills while helping us build essential infrastructure that strengthens communities from the Aleutians to the North Slope.

Brice Inc. is a proud subsidiary of Calista Brice, a group of 20+ companies delivering construction, engineering, and environmental solutions across the United States.

What can you expect?

As the Project Administrative Coordinator, you will work onsite in Fairbanks, Alaska and provide administrative and operational support to the Project Administrative Manager and project teams to ensure efficient project administration and office operations. You will assist with maintaining organized project documentation, coordinating administrative processes, and supporting compliance and reporting requirements associated with construction projects. The role also supports general office operations, communication flow, and logistical coordination to help ensure project teams have the administrative resources needed to operate effectively. You will serve as a key support role between project teams, subcontractors, vendors, and internal departments to help maintain accurate records, timely documentation, and efficient project administration throughout the project lifecycle.

How will you do it?

• Provide direct administrative support to the Project Administrative Manager and project teams.
• Provide front desk support as needed, including greeting visitors, answering incoming phone calls, and directing inquiries when reception coverage is unavailable.
• Assist with project setup and closeout activities, including organizing job files and maintaining project documentation.
• Support union onboarding and offboarding processes under the direction of the Project
• Administrative Manager.
• Maintain organized paper and electronic filing systems for project and administrative records.
• Assist with the preparation, routing, and tracking of project documentation.
• Assist with Disadvantaged Business Enterprise (DBE) good-faith effort documentation in support of project estimates.
• Support preparation and tracking of subcontractor and vendor documentation as directed.
• Assist with maintaining project logs and administrative tracking documents.
• Coordinate incoming and outgoing project-related paperwork and inter-office communications.
• Sort and distribute incoming mail and prepare outgoing packages.
• Track, order, organize, and restock office and project supplies.
• Maintain company contact lists, project directories, and administrative records.
• Assist with data entry related to project documentation, compliance records, and administrative logs.
• Assist with travel arrangements, including hotels, airfare, and rental vehicles.
• Coordinate conference room scheduling and assist with meeting preparation.
• Perform general administrative duties including copying, scanning, mailing, and document management.
• Assist with errands and deliveries as needed.
• Maintain office common areas in an orderly and professional manner.
• Plan, coordinate, and prioritize multiple assignments simultaneously.
• Assist with tracking project insurance certificates, subcontractor compliance documentation, and vendor qualification records as directed.
• Support the preparation and organization of project compliance documentation, including certified payroll records, lien waivers, and subcontractor documentation when required.
• Assist with coordination of project startup documentation, including project folders, contact lists, and administrative checklists.
• Maintain confidentiality of company, project, employee, and subcontractor information.
• Assist project teams with preparation of reports, meeting minutes, and project correspondence as requested.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as assigned.

Supervisory Responsibilities:

This position does not have any supervisory responsibilities.

Knowledge, Skills & Abilities:

• Exceptional customer service and interpersonal skills with the ability to interact professionally with employees, subcontractors, vendors, and visitors.
• Ability to provide administrative support in a fast-paced project or construction environment.
• Basic understanding of construction project documentation and administrative processes preferred.
• Ability to maintain accurate project files, documentation, and administrative records in both electronic and paper formats.
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Strong attention to detail and the ability to manage multiple tasks while maintaining accuracy.
• Excellent oral and written communication skills.
• Ability to manage multiple assignments, prioritize competing deadlines, and complete tasks in a timely manner.
• Ability to work independently with minimal supervision as well as collaboratively in a team environment.
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook).
• Ability to learn and effectively utilize new software programs, project management systems, and administrative tools.
• Ability to learn, understand, and apply Company Standard Operating Procedures (SOPs) and administrative processes.
• Ability to perform basic mathematical functions including addition, subtraction, multiplication, division, and percentages.
• Ability to maintain confidentiality and handle sensitive company and project information appropriately.
• Ability to develop and maintain positive working relationships with employees, vendors, subcontractors, and customers.
• Ability to read and interpret documents such as safety rules, instructions, procedure manuals, and project-related documentation.
• Ability to prepare routine correspondence, reports, and administrative documentation.
• Ability to maintain a professional appearance, attitude, and demeanor when interacting with internal and external stakeholders.
• Knowledge of basic construction terminology, project workflows, and document control practices preferred.
• Ability to organize and track large volumes of project documentation and administrative records.
• Ability to coordinate administrative tasks across multiple projects simultaneously.
• Ability to communicate effectively with field personnel, project managers, subcontractors, and administrative staff.
• Ability to identify administrative issues or documentation gaps and proactively communicate solutions.
• Strong problem-solving skills and the ability to adapt to changing priorities and project needs.
• Ability to operate a motor vehicle safely and efficiently.
• Ability to work in a Native Corporation multi-business environment.

Who is Brice Incorporated looking for?

Minimum Qualifications:

• High School Diploma or equivalent required.
• Minimum of two (2) years of administrative or office support experience required.
• Valid state driver's license and qualified to operate a vehicle under the conditions of the Company's Driving Policy.
• Ability to pass drug, driving, and background screenings.

Preferred Qualifications:

• Associate's degree in Business Administration, Office Administration, or a related field preferred.
• Experience supporting construction, engineering, or project-based environments preferred.
• Experience working with project documentation, document control systems, or construction project files preferred.

Working Environment:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment is typically fast-paced and customer-service-oriented, requiring a high degree of efficiency and effectiveness. At times, work is performed outside of the office. Adaptability regarding schedule, and occasional overtime may be necessary.

More reasons you will love working with Brice Incorporated:

• Competitive wages and bonus programs- We believe in developing our employees to progressively advance in their careers. We achieve this by providing you with annual performance reviews with recommendations on training to achieve your goals.
• Mentorship Program designed for employees to formalize a working relationship between seasoned professionals and young professionals to develop specific areas of knowledge to grow their careers within the family of companies.
• Tuition reimbursement.
• Health insurance through the Federal Employee Benefit Program (FEHB) with many plans to choose from with ridiculously low employee premiums.
• FSA health care and/or dependent care/HSA with HDHP.
• Dental and Vision Insurance.
• Employee Assistance Program for you and your family.
• Company paid Life Insurance, AD&D, LTD.
• Voluntary paid Life Insurance and AD&D as well as STD, Accident, Cancer/Critical illness, and Whole Life Insurance.
• Paid time off (based on an employee having 2080 paid regular hours per year (40 hours per week). May increase per years of service in eligible status.)
• 0-2 years 15 days
• 3-5 years 23 days
• 6-9 years 27 days
• 10-14 years 30 days
• 15-19 years 33 days
• 20 or more years 37.5 days
• 10 Regular Holidays, 1 Bonus- Work Anniversary "Floating" Holiday. Eligible after 1 year of service, must be taken within the calendar year.
• 401(K) match at $0.50 on the dollar up to 6% of your contribution.
• Benefits may vary based on status of position and subject to associated plan eligibility provisions, or company handbook. For questions, please email the Human Resources Department at recruitment@calistabrice.com

How do you apply?

Please visit our careers page at www.calistabrice.com and select Brice Incorporated under the company tab.

You have questions, or need assistance with applicant accommodation, how do you reach a recruiter from Brice Incorporated? Simply reach out to recruitment@calistabrice.com

As an Equal Opportunity/Affirmative Action Employer, we believe in each person's potential, and we'll help you reach yours.

Join us and let's get started!

For the full job description including physical and environmental demands please reach out to recruitment@calistabrice.com

PREFERENCE STATEMENT

Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT

Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.

REASONABLE ACCOMMODATION

It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.

This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.