Contracts and Office Administrator

 

Job Summary:

Work on government funding efforts including proposal writing and submissions. Lead contract administration for government projects.

Provide daily administrative support for company executives including, but not limited to, communications, operations, procurement, contracts, and data management.

 

Essential Functions:

1. Lead government funding efforts by researching new funding opportunities, cultivating relationships with representatives at government agencies, and coordinating proposal writing and submissions

2. Work with technical team to determine submission priorities and collaboration teams from private industry, universities, national labs, and other organizations as needed

3. Work with technical team to establish commitments from collaborators

4. Work with technical team to write all grant applications ensuring that FOA requirements are met

5. Work with subcontractors to obtain all inputs needed for proposals to ensure complete and on-time submissions

6. Submit all grant applications on-time

7. Develop and maintain tools for tracking proposals, responses to reviewer feedback, pre-award negotiations, and awarded documents

8. Work with executive team to negotiate government contract terms

9. Execute contract administration on all government projects; ensure compliance in all areas, including report submissions, identifying/researching and communicating relevant FAR clauses to appropriate department heads

10. Assist in subcontract negotiation and risk assessments

11. Track subcontractor budgets and work progress on all government projects to ensure subcontractors are on budget and on schedule

12. Support executives with email communications by prioritizing responses and  drafting emails as requested

13. Answer and respond to phone calls, communicate messages, deadlines and detailed information to executive team

14. Coordinate with President to publish team schedule

15. Work directly with executives to support all aspects of their daily work; manage daily priority list to ensure that deadlines are met and communications are responded to in a timely manner; oversee work flow

16. Assist in communicating projects, deadlines, and expectations to team members as requested by executives

17. Organize meetings, send calendar invitations, ensure attendee responses received, prepare and collect documents, and manage meeting logistics

18. Manage executive team’s calendars including scheduling meetings, speaking engagements, and travel; provide daily reports of commitment requests

19. Coordinate travel arrangements

20. Maintain company records and files

21. Create and revise task lists through Google Keep

22. Attend meetings and complete meeting notes; prepare initial draft of minutes and summaries for executives to review

23. Interact with co-workers, suppliers, customers, and partners in a professional, considerate, and respectful manner

24. Foster an environment of safety, camaraderie, and integrity in all aspects of work

25. Observe all laws, regulations, other applicable obligations, and company ethical standards while on duty, wherever and whenever business is conducted on behalf of the company

26. Perform work in a safe manner in accordance with established operating procedures and practices

27. Notify human resources of any activities that could violate or have the appearance of violating laws, regulations, obligations, ethical standards, potentially unsafe working conditions, procedures, or practices

 

Qualifications, Skills and Physical Demands

• High School diploma or equivalent required, bachelor’s degree preferred. Typical minimum experience is at least 1 year

• Must be able to work weekends, extended hours, and travel as required

• Must be able to remain in a stationary position and use a computer or office equipment for most of the day

• Must have strong communication, computer, documentation, leadership, organization, presentation, and interpersonal skills

• Computer literate with the knowledge of applications pertinent to position objectives

• Must be able to communicate via phone, video conference and email with co-workers and business contacts daily

• Must have ability to work independently and as part of a team in a fast-paced environment and learn new concepts quickly

• Must be able to think strategically and have the ability to use independent judgment

• Must be able to maintain confidentiality

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TO APPLY: please submit your resume to hr@globalgae.com, the subject line must include which position you are applying for.

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Global Algae Innovations is an Equal Opportunity Employer.