Project Administrator

The successful candidate will support project managers by coordinating schedules, tracking progress, maintaining documentation, and ensuring effective communication among team members. This role helps keep projects organized, on schedule, and aligned with company processes and deliverables.

TASK

Persons in the Project Administrator position shall be able to effectively perform the following tasks:

·      Job setup including task/phase codes, estimated cost & tax status.

·      Process complex customer billings and send out customer invoices in a timely manner.

·      Review customer billing requirements within the contract and complete as necessary.

·      Responsible for Change Order management.

·      Create and maintain subcontracts and purchase orders in Spectrum software.

·      Coordinate with customers and vendors on contract documentation: including tax documents, purchase orders, and general information.

·      Audit AR billings for completion and accuracy.

·      Update and maintain weekly job cost reports.

·      Operate telephone switchboard to answer, screen and forward calls, providing information taking messages and scheduling appointments.

·      Asist with travel arrangements for field personnel.

·      Daily mail check and proper disbursement of mail to corresponding personnel.

·      Maintain an appropriate level of office supplies.

·      Project administration support for assigned project managers.

·      Monitor assigned receivables and follow up with customers for timely payments.

·      Ensure AR past due collection calls are completed.

·      Assist in month end closing.

·      Responsible for document imaging for assigned jobs.

·      Protects the department and the organization’s values by keeping data confidential, which if disclosed, might have significant effect.

·      Monitor and analyze department work and procedures to develop more efficient protocols and use of resources while maintaining a high level of accuracy.

·      Perform such other accounting or administrative duties as assigned.

TOOLS & TECHNOLOGY

Persons in the Project Administrator position shall have the ability to proficiently utilize the following tools & technologies associated with the job:

·      Proficient use of Microsoft Office Suite including Word, Excel, and Outlook.

·      Ability to effectively use accounting software.

·      Proficient use of computer and phone system.

EDUCATION & EXPERIENCE

Persons in the Project Administrator position will meet the following education and experience requirements:

·      Bachelor’s degree in accounting or equivalent 2-4 years’ accounting experience.

·      Contracting and/or Manufacturing industry related experience preferred.

SKILLS & ABILITIES

Persons in the Project Administrator position shall exhibit the following skills and abilities:

·      Thorough knowledge of general accounting and the application of general accounting theory.

·      Demonstrate excellent work habits, including willingness to work the hours necessary to complete the job, especially when important deadlines cause greater than normal departmental pressures.

·      Exemplary planning and organizational skills, along with a high degree of detail orientation.

·      Effectively able to manage one’s time and meet firm deadlines.

·      Ability to learn quickly accounting software.

·      Ability to work in fast-paced environment.

·      Flexible team player who thrives in environments requiring ability to effectively prioritize and juggle multiple concurrent projects.

·      Exceptional listener and communicator who effectively conveys information verbally and in writing.

·      Able to maintain composure and is professional in all interactions internally and externally.

·      Able to work under pressure and maintain a good attitude.

·      Ability to maintain a high degree of confidentiality internally and externally.