October 24, 2024

VIMSIA

St Thomas

CONTRACT & FULL TIME

Project Administrator

Reports To: Project Manager and Project Sponsor
Location: Virgin Islands Montessori School & Peter Gruber International Academy (VIMSIA), St. Thomas, U.S. Virgin Islands – Remote or telework possible
Employment Type: Contract / Temporary Full-Time (Project-Based)
Position Summary:

The Project Administrator will play a key role in supporting the administrative, financial, and documentation aspects of VIMSIA’s capital and disaster recovery projects, including ensuring compliance with FEMA’s Public Assistance (PA) program.
The Project Administrator is responsible for supporting the Project Manager and Project Sponsor in the successful execution of the projects.
This role requires coordination with VIMSIA personnel, contractors, and regulatory bodies, including VITEMA, ODR, and FEMA representatives to ensure compliance with project requirements and funding guidelines.
The Project Administrator will ensure that project documentation is maintained, procurement and financial procedures are followed, and communication among stakeholders is effectively managed.
This role also requires proficiency with Google Suite, Basecamp, and Microsoft Office, as well as the ability to navigate the unique challenges of the Virgin Islands, such as working within territorial government systems.

Key Responsibilities:

Documentation Management
- Maintain comprehensive project records, including contracts, permits, meeting minutes, change requests, and financial documents ensuring documentation is audit-ready and easily accessible.
- Ensure all project documentation is up-to-date and stored in a centralized system.
- Track the status of all project documentation, ensuring that required submissions are timely, complete, and compliant with both federal and territorial standards.

Prepare weekly status reports for the Project Manager and Facilities Committee, ensuring they are clear, actionable and provide an accurate snapshot of project progress, risks and upcoming milestones.
Prepare and deliver project briefs to support government approval of project phases and milestones.

Procurement Support
- Track procurement activities, support the Project Manager in evaluating bids, and coordinate contract administration and track deliverables.
- Coordinate and schedule regular meetings with internal and external stakeholders, including architects, contractors, VITEMA, and ODR.
- Compile and organize supporting documentation such as invoices, contracts, labor logs, procurement records, and equipment use logs required for each payment request.
- Support the VIMSIA Finance Director in preparing documentation for FEMA reimbursement requests.
- Prepare, review, and submit payment request packages to VITEMA/ODR, ensuring compliance with FEMA guidelines and the Payment Documentation Review Guide.

Regulatory and Compliance Coordination
- Ensure that all regulatory requirements and permits are obtained and documented, including FEMA's Environmental and Historic Preservation (EHP) review and local permits with the Department of Planning and Natural Resources (DPNR).
- Maintain communication with the Office of Disaster Recovery (ODR) Project Analyst to ensure adherence to FEMA grant requirements.

Communication and Stakeholder Engagement
- Prepare and distribute project communication materials, including reports, meeting agendas, and presentations.
- Ensure regular and timely communication with all project stakeholders, including VIMSIA leadership, the Facilities Committee, regulatory agencies, and contractors.
Process Improvement and Compliance:

Stay informed about FEMA’s Public Assistance Program and relevant federal regulations (e.g., 2 CFR Part 200), providing recommendations for process improvements to streamline compliance.
Work with the Project Manager and Business Office to optimize internal processes for submitting and tracking project documentation using Basecamp and Google Sheets.

Key Skills and Competencies:

Demonstrate an understanding of the local island culture and the unique challenges of working within the territorial bureaucracy, including the need to manage delays, resolve accountability issues, and navigate various government processes effectively.
Strong organizational and documentation skills, with attention to detail.
Familiarity with project management principles and construction best practices.
Understanding of federal funding guidelines, particularly FEMA grant requirements.
Experience in procurement, contract administration, and regulatory compliance (2 CFR Part 200).
Excellent communication and interpersonal skills, capable of engaging with diverse stakeholders.
Ability to work under pressure and manage multiple tasks simultaneously.
Experience with FEMA Public Assistance Program requirements or similar federal grant management processes is highly desirable.

Qualifications:

Bachelor's degree in Business Administration, Project Management, Construction Management, or a related field.
Minimum of 3-5 years of experience in project administration, preferably in construction or a related industry.
Proficiency in project management tools (e.g., MS Project, Excel) and document management systems such as Basecamp and Google Drive.
Familiarity with federal procurement regulations and FEMA processes is a plus.

Performance Metrics:

Consistency and pro-active communication with all concerned parties.
Timeliness and accuracy of document submission to ODR/VITEMA.
Compliance with FEMA and territorial regulations in all submitted documentation.
Effective tracking and resolution of financial and project documentation.
Ability to effectively navigate bureaucratic challenges and demonstrate accountability by meeting deadlines, providing solutions and resolving issues.
Consistent delivery of accurate weekly written status reports and effective meeting coordination.

Compensation:

This is an hourly contractor position. Compensation will be competitive and commensurate with experience, reflecting the demands of the project.