Job Description
Job Description
Scope :
The primary function of the Project Administrator is to act as a liaison between accounting and the project team ensuring accurate and timely financial reporting while contributing to the efficiency of the project team.
FLSA Status : Salary - Non-Exempt
Salary : 58,000 - $71,500
Reporting Relationship :
Reports to the Director of Administration / Human Resources
Essential Duties & Responsibilities :
Technical Skills
- Electronic file maintenance (Box)
- Accomplish the following job-specific accounting tasks :
Accounts payables – Subcontractor and open account material invoices
Payment ApplicationsUnderstanding basic accounting terminology and the applications within the construction industry (i.e. general ledger accounts, journal entries, etc.)Understands the importance of monthly and year-end financial closingUnderstands internal controls in making payments, including :Signed authorizations (subcontract agreements, SCOs, material contracts, etc.)
Authorization for payment (invoice, receipt of owner payment, sworn statements, sub bonds, subcontract, and insurance in place)Release of payment (conditional and unconditional releases, sub-tier and material releases, certified payroll, union status letters, approval from Project Manager / team, etc.)Assign new job numbersProject Setup in CMIC from Budget / Abstract formSubcontractor payment selection for weekly approval and ACH distributionJoint Check agreement management and Joint Check issuanceEnsure monthly draws are open in Textura and invite Subcontractors if PMs have not done soManage subcontractor insurance compliance within CMiC and TexturaEnforce and maintain current certificates of insurance from our vendors and subcontractorsLien FilingP&P BondsCoordinate and track subcontractor bond requirements when necessaryEnsures pay applications and subcontractor invoices are approved and submitted to OII prior to month-end and year-end financial closingAddress high level (complicated) sub payment inquiriesIssue Joint Checks for all sub-tier and material suppliersAbility to critically analyze errors in coded invoices, expense statements, and other accounting transactionsUnderstanding of cost reporting and trackingUnderstanding of phase codes and budgets within CMiC – Potential Change ItemsMonthly M / WBE reporting for DPS and City of Denver ProjectsManage and Record Prevailing wages for City of Denver projects in LCP Tracker softwareManage Workforce program for City and County of Denver projectsAccounts Receivable – (AR)Deposit and code incoming payments - owner payments, refunds, and miscellaneous payments
Monthly Owner billing compiling / vetting from PMs and submit to Carol (WEO Chicago Accountant)Helps Prepare DepositsCheck bank online for ACH depositsManually deposit checks received in the mailProject & Insurance Compliance :Manages WEO insurance responsibilities on all projects including COIs, Subcontract COIs, Subguard, Builders Risk, P&P Bonds, CCIP, and OCIP ProjectUnderstands internal controls in making payments, including :Signed authorizations (subcontract agreements, SCOs, material contracts, etc.
Authorization for payment (invoice, receipt of owner payment, sworn statements, sub bonds, subcontract & insurance in place)Release of payment (conditional and unconditional releases, sub-tier and material releases, approval from Project Manager / project team, etc.Reviews insurance certificates for compliance and follows up with subcontractors as necessaryTracks insurance compliance in CMiCUpload insurance certificates to CMiC and BoxRegularly reviews CMiC non-compliant reports and follows up on expiring policiesIssues weekly insurance reports for all active projectsCompletes and compiles WEO’s annual insurance renewal application applicationsRisk assessment skills :Basic understanding of insurance in the construction industry and its impact to our business
Last line of defense is ensuring that subcontractors meet all insurance requirements and furnish fully executed subcontract agreementsUnderstanding of contract agreements :How to create Master Subcontract Agreements in CMiC
How to enter scope into CMiC for job-specific subcontract agreementsRun the necessary background reports and flag any issues for your Project ManagerCreates and compiles subcontractor exhibitsManagement Skills
Thoroughly understands and can complete pay applications for both lump sum and GMP projectsManages monthly Lien ReleasesManages and tracks preliminary notices and monthly lien releasesIssue joint checks for all sub-tier and material suppliersEnsures pay applications and subcontractor invoices are approved and submitted to OII prior to month-end and year-end financial closingManages the posting process for all approvals – Subcontract LETs, Owner Change Orders, Budget Transfers, Subcontract Change Orders, etc.Timely payment for compliant subcontractors to ensure we have a lien and stop notice free projectsTimely payment for a compliant subcontractor to ensure we have a lienManages WEO insurance responsibilities on all projects including COIs, Subcontract COIs, Subguard, Builders Risk, P&P Bonds, CCIP, and OCIP ProjectPersonal Attributes
Keen attention to detail, with an ability to spot errorsStrong analytical and organizational skillsStress management / composureWork Efficiently – Allocates one’s own time efficiently; handles multiple demands and competing priorities;Develop Systems and Processes – Identifies and implements effective processes and procedures for accomplishing responsibilitiesTakes the initiative, strives for increased responsibility, and has a desire to learnShows emotional maturity, punctuality, and dependabilityMotivate and contribute to the team and morale of the officeInterpersonal Skills
Ability to work with varying seniority levels, including staff, managers, and external partnersPractical written and verbal communication skillsProblem-solving and decision-making – work with others to identify, define and solve problems and take a proactive approachFoster Teamwork – Participates and fosters collaboration among team members and among teamsMotivate Others – Encourages and empowers others to achieve; builds relationships; creates enthusiasm, a feeling of investment, and a desire to excelDrive for Results – Drives for results and success; conveys a sense of urgency and drives issues to closure; persists despite obstacles and oppositionShow Work Commitment - Sets high standards of performance; pursues aggressive goals and works hard to achieve themEstablish and maintain positive and effective working relationships with all subcontractors, vendors, and WEO Team MembersHighly resourceful team player, with the ability to also be extremely effective independentlyProven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and responseForward-looking thinker, who actively seeks opportunities and process solutionsShow alignment with and promotes WEO Corporate ValuesQualifications :
College degree preferred or equivalent experience in a related field.
Broad understanding of construction administration processes, including contracts, and construction documents.
Understands and effectively uses company software programs and systems :
Proficiency in computer skills (MS Word, Excel Outlook, CMiC, Box, Bluebeam, Textura) and ability to learn other software management systemsProficiency in Outlook and has the ability to manage calendars, address books, tasks, and emailAbility to navigate and manage files and folders in iCloud database (Box)MS TeamsDemonstrated ability to lead and manage
Demonstrated understanding of the importance of relationship-building
Effective oral and written communication skills
Well-developed time management and organization skills
Physical Demands :
Performance of the required duties will require physical ability to navigate the office and other spaces.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Work Environment :
Generally, this position works in an office environment. Occasionally this position will visit active construction projects, where company-provided PP&E is required.
These are considered the core responsibilities of the position. Employees are encouraged to reach beyond their current responsibilities in an effort to foster professional growth, but only as they are able to remain accountable for their core responsibilities.
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