Project Administrator

Project Administrator

Company Overview:

Gulf Copper LLC, a subsidiary of Davie Defense, is a leading Marine Repair and New Construction company based in Galveston, Texas, with more than 75 years of ship repair and fabrication experience on the Gulf Coast. Gulf Copper’s primary business is the repair and refurbishment of marine vessels, ship construction, and fabrication for transportation, government, and oil and gas markets.

Benefits:

• 401k Retirement Plan
• Section 125 Plan (Pre-Tax Health/Dental Insurance Premium Deduction)
• Group Health & Dental Plan
• Short & Long Term Disability Insurance
• Life & Voluntary Life Insurance
• Holiday & Vacation Pay
• Employee Assistance Program

Overview and Purpose

The Project Administrator will primarily provide essential administrative, organizational, and coordination support to the Arctic Security Cutter (ASC) Program. This role is expected to work with the company Executive Assistant for carrying out delegated operations tasks, coordinating logistical needs and ensures smooth daily operations across project teams, supports programming milestones, and assists with documentation, scheduling, logistics, procurement coordination, and reporting.

1. Assist Project Managers and leadership with daily administrative and logistical support.
2. Organize and maintain program documentation, including project plans, status reports, correspondence, and technical files.
3. Support scheduling of meetings, briefings, site visits, and milestone reviews.
4. Track project deliverables and deadlines to ensure timely completion.
5. Prepare meeting agendas, minutes, action items, and follow-up documentation.
6. Assist in drafting, formatting, and submitting program-level reports and presentations.
7. Maintain accurate and up-to-date records in accordance with internal and government audit requirements.
8. Coordinate travel, facility access, onboarding, and security requirements for program personnel and visitors.
9. Help manage purchase requests, vendor documentation, and workflow routing for approvals.
10. Track supply needs and support procurement process in alignment with program requirements.
11. Serve as central point of contact for internal teams, subcontractors, vendors, and partnering agencies.
12. Support communication flow between team members and leadership.
13. Assist with preparing materials for stakeholder meetings, program updates, and executive reviews.
14. Ensure adherence to program, company, and federal guidelines (e.g.: document control, security protocols).
15. Maintain confidentiality and follow all security and compliance standards associated with government shipbuilding programs.

Required Education & Experience:

1. Associate’s degree in business administration preferred.
2. Three (3+) years of experience in project administration, project coordination, and program support in maritime, shipyard, defense or government contracting programs (e.g., USCG, DoD, DHS).
3. Experience and strong knowledge of M365 (Outlook, SharePoint, OneDrive, Teams, MS Office, including Word, Excel, PowerPoint.
4. Knowledge of project management tools (SharePoint, MS Project, Smartsheet, etc.)
5. Familiarity with document control processes and federal compliance standards.

Working Conditions:

1. Must possess mobility to work in a standard office setting and use standard office equipment and be able to attend meetings at various sites within and away from office.
2. Strength to lift and carry materials weighing up to 20 pounds.
3. Vision to read printed materials and a computer screen, including the ability to look at a computer screen for at least eight hours each day.
4. Regular exposure to all weather conditions, especially hot, humid, and/or rainy weather, combined with regular work time indoors in environmentally controlled conditions.

Necessary Equipment Operation:

1. Office equipment, including telephone, fax machine, scanner, computer, tablets, and printer. 

Special Skills:

1. Strong organizational and multitasking skills with attention to detail.
2. Excellent written and verbal communication skills.
3. Ability to work independently with minimal supervision.
4. Exemplary customer service satisfaction skills both in person and over the telephone.
5. Commitment to company values, policies and procedures and safety program.

* An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. Equal Employment Opportunity Posters. If you’d like to view a copy of the company’s affirmative action plan or policy statement, please email: [email protected].  If you have a disability and you believe you need a reasonable accommodation in order to search for a job opening or to submit an online application, please e-mail: [email protected].