Commercial Project Administrator

Commercial Project Administrator

Position Summary:

The Commercial Project Administrator is responsible for supporting project accounting, contract administration, vendor compliance, ERP/Procore management, subcontractor invoicing, reporting, and commercial operations activities. This position serves as a key liaison between project management, accounting, subcontractors, and executive leadership to ensure accurate financial administration, contract compliance, and efficient project execution.

Key Responsibilities:

Project Accounting & Financial Administration

• Set up and maintain project budgets, schedules of values (SOVs), RFIs (Request for Information), submittals and project financial records within ERP and project management systems.
• Process accounts receivable transactions, including invoice preparation and entry.
• Create, review, and manage requisitions for commercial projects.
• Record receipts and maintain accurate accounting records in ERP and project management software.
• Review and prepare monthly contract schedules and related project financial documentation.
• Process subcontractor invoices and enter billing information into ERP systems.
• Review and reconcile purchase orders, commitments, and subcontract documentation.
• Maintain allowance and contingency tracking records.
• Process commercial payment applications and ensure billing accuracy.
• Assist with monthly financial reporting and project cost tracking.

Contract & Commercial Administration

• Coordinate project setup activities, including project information, directory structures, documentation, and plans.
• Maintain contract compliance documentation and support contract administration processes.
• Prepare and manage vendor insurance certificates, W-9 forms, and compliance records.
• Monitor subcontractor certified payroll requirements and distribute documentation to project managers.
• Maintain state claim logs and contract-related records.
• Support compliance tracking and audit readiness efforts.

ERP & Procore Administration

• Administer project setup and maintenance within ERP and Procore systems.
• Manage project budgets, commitments, purchase orders, invoices, and billing workflows.
• Maintain document control processes and ensure data integrity across systems.
• Support users with project-related data entry, reporting, and system compliance.
• Assist with system improvements, process standardization, and implementation initiatives.

Reporting & Compliance

• Prepare and distribute monthly reports, including:
• Commercial activity reports
• EEO reporting
• Compliance audits
• Certified payroll tracking
• Contract status reports
• State claim reporting
• Ensure adherence to company policies, contractual requirements, and regulatory obligations.
• Maintain accurate project and financial records for internal and external audits.

Administrative Support

• Perform document management, scanning, filing, and record retention activities.
• Prepare executive and confidential documentation as required.
• Perform notary public duties, if commissioned.
• Support cross-functional teams with administrative and operational needs.

Qualifications:

• Associate's or Bachelor's degree in Business Administration, Accounting, Construction Management, Finance, or related field preferred.
• 3 years of experience in project administration, construction accounting, commercial operations, or contract administration.
• Experience with ERP systems and project management software (Procore experience strongly preferred).
• Knowledge of construction billing, subcontract administration, certified payroll, and contract compliance.
• Strong proficiency in Microsoft Excel, Word, Outlook, and reporting tools.
• Excellent organizational, analytical, and communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.

Preferred Skills:

• Construction industry experience.
• Understanding of AIA billing and payment applications.
• Knowledge of lien waivers, insurance certificates, and subcontract compliance requirements.
• Notary Public certification (or willingness to obtain).

Key Competencies:

• Attention to Detail
• Financial Accuracy
• Contract Administration
• Problem Solving
• Time Management
• Communication and Collaboration
• Process Improvement
• Data Management and Reporting

What We Offer:

• 50 year family owned business with strong work life balance culture
• Competitive compensation package commensurate with experience
• Opportunities for professional growth and advancement

Schedule:

• 8 Hour shift
• Monday to Friday
• 40 Hours per week. Overtime rate for hours worked over 40

Pay: $36.06 - $43.27 per hour

Benefits:

• 401(k) matching
• Health insurance
• Paid time off

Work Location: In person

Salary : $36 - $43