ARV – Admin Project Asst

The Admin Project Assistant will assist the TOTE Services team in achieving compliance with VCM contract deliverables, document management/distribution, subcontractor support, and the implementation and management of key communications processes and plans. 

The vision of TOTE Services is to be the world’s most valued maritime management, operations, and technical solutions prover delivering reliable and superior service.

TOTE Services is a company within the TOTE Group, which is part of the Saltchuk family of brands.  Saltchuk is building the best family of transportation and distribution companies in North America.

 Essential Duties and Responsibilities: 

• Coordinate project management activities, resources, equipment and information for all assigned projects.
• Work with project stakeholders to identify and define business requirements, scope and objective.
• Assist management with budget preparation, tracking and control costs and expenses. 
• Scheduling project meetings and capturing detailed meeting notes for distribution.
• Performs administrative tasks in support of Program Manager, to ensure smooth and timely project completion. 
• Assists in conducting research, drafts report, keeps project management tracking systems updated, fields calls, and manages correspondence from project team members. 
• Ensure projects adhere to frameworks and all documentation is maintained appropriately for each project. 
• Monitor and report project status using established metrics against the project plan. 
• Work with the project team to plan and develop project plans, schedules and processes. 
• Procure materials and services for the project team.  Track and inventory materials.
•  Arrange and prepare for customer and vendor meetings. Coordinate and supervise project activities to ensure that projects progress on schedule and within budget parameters.  
• Contribute to the continual enhancement of project management methodology. Confer with project personnel to provide technical advice and to resolve problems. 
• Assist with oversight of budgets and development of bids and proposals. 

Supervisory Responsibilities:  n/a

 Education and/or Experience:  Bachelor’s degree in business, engineering, or a related field; or a combination of post high school education and experience equal to five to eight years. 

Experience:  3 – 5 years of proven work experience as a project coordinator or similar role preferably in project management, from conception to delivery.    

 Qualification Requirements: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be eligible to possess DOD SECRET security clearance.

 Knowledge, Skills, and Abilities:

• Ability to communicate effectively verbally and in writing.
• Ability to effectively coordinate multiple projects in various stages of completion that may vary in nature and scope.
• Ability to organize, manage and lead at the project, program and portfolio level. 
• Ability to prepare and interpret flowcharts, schedules and step-by-step action plans. 
• Ability to establish and maintain effective working relationships with internal/external business partners. 
• Ability to evaluate process effectiveness and develop changes or alternatives. 
• Ability to prepare, monitor and administer budgets, as well as the ability to perform financial analysis. 
• Ability to prioritize, organize and perform multiple work assignments simultaneously. 
• Ability to identify and/or document existing and new trends as well as evaluate and predict their impact on the organization. 
• Knowledge of the concepts, principles and practices of project designing, scheduling, cost estimating, planning, inspecting and resource allocation. 
• Knowledge of the Project Management Institute (PMI) approach to project management.                                                                                  

 Work Environment:  Works both inside an office environment and outside in conditions of both high and low temperatures. May be exposed to odors, dust, dirt, mechanical hazards, high noise levels and potentially dangerous equipment. Must be able to crouch and stoop to get into areas with restricted headroom and be able to climb ladders. May require extended use of computer keyboard and viewing of computer monitor and ability to sit for long periods of time.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

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