Project Administrator

Overview and Purpose

The Project Administrator plays a key role in supporting the Ice Breaker Program by providing administrative, coordination, and organizational assistance. This position collaborates closely with the Executive Assistant to help execute operational tasks, manage logistics, and maintain efficient day-to-day functions across project teams. The role contributes to program milestones by assisting with scheduling, documentation, reporting, procurement coordination, and overall project support.

Key Responsibilities

The duties listed below outline the primary functions of this role; additional tasks may be assigned as needed:

1. Provide ongoing administrative and logistical assistance to Project Managers and leadership.
2. Maintain and organize program records, including plans, reports, correspondence, and technical documentation.
3. Coordinate calendars for meetings, briefings, site visits, and milestone events.
4. Monitor timelines and deliverables to help ensure deadlines are met.
5. Develop meeting materials such as agendas, notes, action trackers, and follow-up items.
6. Assist in creating, editing, and submitting reports and presentations at the program level.
7. Ensure records remain accurate and compliant with internal policies and government audit standards.
8. Arrange travel, facility access, onboarding processes, and security requirements for staff and visitors.
9. Support procurement activities by handling purchase requests, vendor documentation, and approval workflows.
10. Track supply requirements and assist with procurement in alignment with program needs.
11. Act as a coordination point for communication among internal teams, subcontractors, vendors, and partner organizations.
12. Facilitate information flow between team members and leadership.
13. Help prepare materials for stakeholder briefings, leadership updates, and executive-level reviews.
14. Ensure compliance with company procedures, program standards, and federal regulations (e.g., document control and security practices).
15. Handle sensitive information responsibly while adhering to all applicable security and compliance requirements related to government shipbuilding efforts.

Required Education & Experience:

1. Associate’s degree in business administration preferred.

2. Three (3+) years of experience in project administration, project coordination, and

program support in maritime, shipyard, defense or government contracting programs

(e.g., USCG, DoD, DHS).

3. Experience and strong knowledge of M365 (Outlook, SharePoint, OneDrive, Teams, MS

Office, including Word, Excel, PowerPoint.

4. Knowledge of project management tools (SharePoint, MS Project, Smartsheet, etc.)

5. Familiarity with document control processes and federal compliance standards.

Working Conditions:

1. Must possess mobility to work in a standard office setting and use standard office

equipment and be able to attend meetings at various sites within and away from office.

2. Strength to lift and carry materials weighing up to 20 pounds.

3. Vision to read printed materials and a computer screen, including the ability to look at a

computer screen for at least eight hours each day.

5. Regular exposure to all weather conditions, especially hot, humid, and/or rainy weather,

combined with regular work time indoors in environmentally controlled conditions.