Office and Project Support Specialist chez Eastern Shawnee Companies LLC

Description

Eastern Shawnee Companies, LLC (ESC), is a board-governed holding company that proudly represents a collection of tribally owned small businesses providing professional and construction services. As a wholly owned subsidiary of the Eastern Shawnee Tribe of Oklahoma (ESTO), ESC is deeply committed to enhancing and supporting tribal sovereignty while delivering sustainable solutions for our diverse range of tribal, federal, government, and private clients.

Our primary focus is empowering tribal communities and promoting economic growth through dedicated services. By leveraging our experience and deep understanding of the challenges faced by tribal entities, ESC aims to be a trusted partner for tribal, federal, municipal, and private clients alike. We are passionate about creating sustainable solutions that benefit our clients and contribute to preserving tribal heritage and the well-being of future generations.

We invite you to join us on this transformative journey as we build upon tradition, empower communities, and create a legacy that resonates for future generations.

The Office and Project Support Specialist provides dual support for both general office operations and project-specific administrative and accounting functions. This role ensures efficient day-to-day office administration while also supporting the financial and compliance needs of active projects. The ideal candidate is detail-oriented, organized, and comfortable handling a mix of clerical, administrative, and accounting tasks. This is a part-time position.

ESSENTIAL DUTIES AND RESPONSIBLITIES

Project Accounting and Administrative Support

· Provide day-to-day administrative support to the project team and leadership.

· Maintain project files, documentation, and compliance records in accordance with company and client requirements.

· Assist with project invoicing, accounts payable/receivable, and expense tracking.

· Enter, review, and reconcile project data in accounting or project management systems.

· Track budgets, deliverables, and financial milestones; provide periodic project status and cost reports.

· Support payroll and timesheet collection for project staff, ensuring accuracy and timeliness.

· Coordinate with vendors, subcontractors, and clients on billing, payment, and documentation.

· Assist with preparation of financial reports for internal review and client submission.

· Compile data for project close-out, including final invoices, documentation, and record retention.

· Maintain project contact lists, distribution lists, and communication logs.

· Assist with travel arrangements.

General Office Support

· Greet and assist visitors to ensure a professional and welcoming office experience.

· Coordinate office mail and shipping needs, including receiving and distributing mail, managing FedEx/UPS accounts.

· Serve as the primary point of contact for office vendors (janitorial, water supplier, copier, etc.) and resolve service issues.

· Maintain and organize office supply and break room inventory; proactively reorder as needed.

· Provide support for conference room scheduling, setup, and technology.

· Assist with office event coordination, including team lunches, celebrations, and all-hands meetings.

· Support IT on miscellaneous tasks as needed.

· Maintain shared office spaces (supply rooms, kitchen, break areas) and ensure they are stocked and orderly.

· Prepare and edit company correspondence, presentations, and reports.

· Maintain filing systems (electronic and physical) and ensure records are accurate and up to date.

· Support leadership with miscellaneous administrative tasks as requested.

· Assist with office space moves, including coordinator furniture, equipment, packing/unpacking, and ensure smooth transition.

· Manage company vehicle usage, including check-in/check-out procedures, mileage logs, scheduling and coordinating routine maintenance and repairs.

· Provide miscellaneous support to other departments as needed.

Requirements

Minimum Education and Experience:

· 2-4 years of experience in administrative and office management experience.

· 2-4 years in an accounting role supporting federal contracts.

· 2-4 years in an project support role managing logistics for federal contracts. 

Preferred Experience and Qualifications:

· Familiarity with accounting or project management software Unanet and Deltek.

Knowledge, Skills and Abilities:

· Strong organizational skills and attention to detail.

· Ability to manage multiple tasks and deadlines effectively.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Excellent written and verbal communication skills.

· Ability to work independently and as part of a team.

· Strong problem-solving skills with the ability to anticipate needs and proactively address issues.

· Confidentiality and discretion in handling sensitive information.

Other Requirements:

· Ability to rarely travel for project support needs.

· Ability to occasionally travel locally for office support requirements.

· Valid driver’s license required for company vehicle usage.

WORK CONDITIONS

Work Environment:

· Standard office environment.

· Hybrid work arrangement including both in-office and remote work.

· Must be located in the Kansas City metro and have the ability to report to the office.

Physical Abilities:

· Ability to sit for extended periods at a desk.

· Ability to lift up to 25 pounds (supplies, small office equipment, files).

· Mobility to support office moves, organize storage spaces, and assist with office event setups.

· Visual acuity to review detailed financial and project documentation.