Senior Administrative Services Manager/Artificial Intelligence (AI) and Process

BB&E is a full service civil and environmental engineering and consulting firm, headquartered in Northville, Michigan, which services both the Federal and Industrial sectors throughout the United States. BB&E team members provide Environmental Consulting, Facilities Engineering and Program/Project Management Services to Federal and private sectors.  

Position Summary 

BB&E is seeking a dynamic and detail-oriented Senior Administrative Services Manager / AI & Process Automation Coordinator to join our team, providing technical support in support of the Air Force Civil Engineer Center Strategic Design & Construction Branch (AFCEC/CFSD) located at Joint Base San Antonio (JBSA)-Lackland, TX. 

This position will support fulfilling the Department of War's directive to integrate AI at all levels. The ideal candidate will spearhead the development and implementation of AI-driven solutions to enhance efficiency, automate complex administrative tasks, and provide data-driven insights for an almost one billion dollar design and construction portfolio. This role will directly support client leadership's goals to reimagine workload processes and leverage GenAI.mil to meet mission objectives. 

This position is a remote support position.   

Job Duties & Responsibilities 

• Assist to spearhead an internal initiative to create and implement AI processes to improve the efficiency of all AFCEC/CFSD Branch operations. 

• Participate in the Quality Control (QC) of request for proposal (RFP) packages for new projects and contract modifications.  Assist with the collection of QC data to establish metrics and develop trends.   

• Lead the design and implementation of AI-powered Quality Control (QC) reviews for project packages by developing robust, comprehensive prompts for GenAI.mil, directly addressing a key AFCEC/CFSD initiative. 

• Help design and build an automated data extraction and analysis pipeline for the AFCEC/CFSD Cost Database, leveraging data modeling to improve the speed and accuracy of Independent Government Estimates (IGEs). 

• Serve as the team's subject matter expert on GenAI.mil, providing training and support to ensure all team members can effectively incorporate AI into their daily workflows 

• Support the full lifecycle of contract and project management, ensuring data and document integrity for future AI analysis. 

• Perform data entry, reconciliation, and database maintenance to ensure high-quality data inputs for automation tools. 

• Maintain electronic project files and coordinate with stakeholders, identifying opportunities for process improvement and automation. 

• Assist and participate in all AFCEC/CFSD continuous process improvement (CPI) endeavors. 

• Develop and implement an AI-driven solution to automate and optimize the Title II/DOR workflow, enabling the support team to more efficiently track contractor requests and manage them against budgetary constraints 

• Support contract and project-level acquisition, management, closeout, and evidentiary matter requirements for all stakeholders. Coordinate with applicable parties, to include contracting and project management personnel, to collect, review, analyze, coordinate, and deliver such documentation. 

• Support data calls. Provide data entry and data reconciliation support and incorporate such efforts into database development and improvements. 

• Draft administrative support documents and assemble complete documentation required for design and construction acquisition and modification packages. Draft DD Form 1354s, Base Support Letters, and other applicable design and construction support documents. Gather, manage, and analyze data to predict, influence, and support task order management efforts, from project initiation to final closure. 

• Notify stakeholders of issues identified with acquisition, funding, and project management requirements and coordinate resolution. 

• Coordinate funding requests by reconciling funds requested and received and compiling and submitting purchase requests and supplemental files. 

• Maintain electronic files and file structures. Track and route design and construction submittals and correspondence with Government and project stakeholders. 

• Develop, support, present, and provide recommendations for training. 

• Provide assistance to the Government in dispute resolution and address requests for equitable adjustment. This may include gathering, reviewing, and organizing documents into reports or files. 

• U.S. Citizenship and the ability to obtain/maintain a NACI/CAC is required.  

• Strong Communication Skills: Excellent verbal and written communication skills, with the ability to effectively convey complex technical concepts to diverse audiences. 

• Software: Proficiency using MS Office software including Excel, Word, PowerPoint, and AI software.  

• Self-Starter: Highly motivated, with the ability to manage multiple tasks and deadlines autonomously. 

Experience & Education 

• Experience: Experience performing same or similar tasks listed above. A minimum of 3 years in project management or data analysis within a DoD environment; demonstrated hands-on experience developing and deploying automation scripts (Python, RPA) and/or creating data analysis tools and dashboards (Power BI, Tableau). 

• Education: Bachelor’s degree preferred but not required. 

• Technical Skills:  Proficiency in scripting/programming for data analysis and automation (e.g., Python), experience in developing robust, complex prompts for Large Language Models (LLMs) like those on GenAI.mil. 

• Certifications:  Professional certifications/licenses preferred but not required. 

Physical Requirements 

• Ability to stand/walk/climb/kneel/crouch and remain in a stationary position/sit at least 60% of the time 

• Ability to operate office equipment, including computer, copy machine, phone, etc. 

• Ability to use hands to finger, handle or feel objects or controls; reach with hands and arms. 

• Capable of lifting up to 10 lbs. 

• Ability to see details of objects that are less than a few feet away. 

• Ability to understand the speech of another person, speak clearly so listeners can understand, and talk or hear both in person and by telephone. 

• Participation in the Employee Stock Ownership Plan – BB&E is 100% employee-owned!
• Discretionary bonus
• *Medical, Dental, and Vision Insurance with health care concierge
• *Employer provided Short-Term & Long-Term disability
• *Employer-provided Life insurance
• *Employee options for supplemental life, supplemental accident, critical illness, hospital indemnity, and Identity theft protection benefits
• *Generous PTO plus 11 paid holidays
• Traditional & Roth 401(k) options with fully vested employer match
• Tuition reimbursement & professional development
• Employee referral program
• Employee discounts
• Employee Assistance Program (EAP)
• Pet insurance discount

*Applies only to full-time employees 

*BB&E is 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, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.