Project Coordinator / Assistant Facility Security Officer
Albireo Energy
full-time
Posted on:
Location Type: Office
Location: Hoover • Alabama • 🇺🇸 United States
Visit company websiteJob Level
Mid-LevelSenior
Tech Stack
ERP
About the role
- Assist in the International Division and perform additional job-related responsibilities as assigned
- Work closely with Project Managers to prepare comprehensive action plans including resources, timeframes and budgets
- Maintain project documentation and handle financial queries
- Prepare monthly invoicing for solutions customers and assist with AIA formatted invoices
- Cross-train in administrative roles such as billing, ordering, dispatch, shipping, receiving, delivering and service
- Communicate with Operations Managers, Project Managers, and Accounting regarding contract documents, change orders, approvals, and billing issues
- Facilitate client collections and cash application with Operations and Accounts Receivable
- Create and process subcontract agreements from project manager scopes of work
- Receive and verify supplier/subcontractor invoices and assist accounting with payment processing
- Enter Prevailing Wage amounts in ERP and send payroll reports
- Provide general administrative and office support for International Division staff
- Support continuous improvement, quality, and safety standards
- Assist senior procurement staff with procurement and sales processes
- Provide updates on project tasks and monitor inventory across international warehouses
- Maintain procurement data including updates to delivery dates and invoice forecasts
- Assist with supplier issue resolution through analysis and reconciliation
- Prepare and analyze price analysis and market research with assistance
- Security responsibilities: process local site personnel security clearances, document control, Viper phone/safe custodian, DD254 requests and tracking, SF312 briefings
- Implement Security Education, Training Awareness, and Insider Threat Programs; conduct routine self-inspections and investigations into security incidents and violations
- Visitor control coordination, examine visitor credentials, and maintain office supply inventory including company and government equipment
- Other administrative duties: expense reporting, travel reservations, and meeting organization
- Physical security: work with industry partners to ensure DoD and DCSA compliant physical security measures; conduct annual and biannual physical self-inspections
Requirements
- Associates degree, including college courses in accounting or business preferred
- Intermediate to advanced computer literacy, including experience with ERP / IT systems
- Displays strong written and verbal communication skills, as well as strong organizational skills
- Ability to work independently, take initiative, manage priorities, and see projects through to completion
- Working knowledge of basic accounting functions (AP, Percentage of Completion method) and ability to coordinate with multiple internal departments (Operations and Accounting)
- Knowledge of Microsoft AX or project percentage billing (AIA) required
- 3-5 Years relevant work experience with provides the requisite knowledge, skills and abilities for the job.
- Must obtain Top-Secret Clearance
- Schedule: 7:30am to 4:30pm Monday – Friday
- Ability to learn international shipping regulations and requirements
- Ability to move 50 pounds or more with provide pallet jack or shop dolly
- Working knowledge of NISPOM and related federal requirements for classified document control (desired)
- Proficient with DISS, NBIS, e-APP, COMSEC training, and DCSA SWFT system (desired)
- Experience with processing personnel clearances via DISS/NBIS and DCSA Auditing procedures (desired)
- Familiar with processing passports, VISAs, booking travel arrangements and VARs (desired)
- Sound business and financial planning skills with ability to manage job costing (desired)
Benefits
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Basic Life Insurance
- Voluntary Life Insurance
- Short Term & Long Term Disability
- Paid Vacation
- Paid Sick Time
- Paid Holidays
- 401K with Company match
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
accountingproject managementfinancial analysisprocurementbillinginvoice processingdata analysismarket researchdocument controljob costing
Soft skills
communicationorganizational skillsindependenceinitiativeprioritizationattention to detailproblem-solvingcollaborationtime managementcustomer service
Certifications
Top-Secret Clearance