Title: STAFF ACCOUNTANT AND CONTRACT ADMINISTRATOR
Job Summary
The Contract Administrator is an EXEMPT position that assists with accounting and project management administrative duties. This position oversees and performs administrative functions concerned with a project and assists with contract compliance and cost control.
ESSENTIAL DUTIES AND RESPONSIBILITIES
ACCOUNTING
• Responsible for maintaining and reconciling general ledger (GL) entries in accordance with GAAP standards and ensuring accuracy of all assigned ledgers
• Utilizes internal reports and other project documents to assist with monthly billings to owner
• Review, evaluate, and enter monthly billings and payments in Sage
• Receive and enter project cash receipts to ensure accurate accounting of all project related costs
• Review subcontractor and supplier invoice for completeness, accuracy, and timely submission
• Ensure timely payments to subcontractors on receipt of required documents and payment for all completed work
• Prepare subcontractor pay application template and distribute to subcontractors with detailed instructions
• Review weekly payroll processing batches for internal controls
• Perform other administrative duties as needed, to include but not limited to, answering inbound telephone calls, route calls as needed, cross train with accounting technician and accounts payable, etc.
CONTRACT ADMISTRATOR
• Provides direct support to project managers by preparing various project and accounting related documents throughout the project life cycle
• Responsible for reviewing, verifying and entering project budgets in Job Cost for numerous projects and assisting with completing contract reviews prior to execution
• Creates new projects, new cost codes, and other required administrative data entry responsibilities as requested by project managers
• Record subcontract commitments to all applicable projects
• Ensure subcontractor compliance by maintaining, tracking and updating required licenses and applicable insurance
• Prepare monthly Job Status Report template, related Project Forecast templates, and ensure timely delivery to all project managers
• Order project insurance certificates and builder’s risk
• Assist with project union agreements
• Attend and participate, as needed, in all project review meetings and create physical and digital files for all projects
Required Skills and Abilities
• Excellent verbal and written communication skills
• Ability to multi-task and prioritize to meet tight deadlines
• Ability to read, interpret and apply rules, regulations, policies and procedures within a heavily regulated industry
• Ability to apply strong analytical and problem-solving skills to complex situations and positively affect overall outcomes
• Strong attention to detail and ability to proofread own work
• Proficient with Microsoft Office Suite or related software to include Teams
Education and Experience
REQUIRED
• Associate Degree in General Studies, Business Administration, or Accounting; may substitute experience for education
• 2 years of construction industry or project management specialist related experience
• 2 years of accounting experience
• 2 years experience with Docusign, ProCore, Sage 300, or similar software
PREFERRED
• Bachelors Degree in Business Administration, Finance, or Accounting; may substitute experience for education
• 3+ years of construction industry or project management specialist related experience
• 3+ years accounting experience
• 3+ years experience using Docusign, ProCore, Sage 300, or similar software
Physical Demands
• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times
• Must be able to drive and pick up supplies and other items as needed
