Accounting: Construction Contract Administrator

Position Summary: The Contract Administrator is responsible for supporting the Senior Accountant and ensuring the effective administration, tracking, and management of contracts, vendors, and certificates of insurance. This role requires strong attention to detail, organization, and collaboration to support project and organizational objectives.

While this position is focused on contract administration
, team members within the accounting department have the opportunity to expand their knowledge through cross-training in various departmental functions. The Accounting team works closely with Project Management and other internal departments to ensure projects are delivered on time and within budget. A strong partnership with Project Management is essential and includes reviewing, managing, tracking, and maintaining project-related financial information, including accounts receivable, accounts payable, bank accounts, project startups, project closeouts, and credit card accounts.

The ideal candidate will be proactive, highly organized, adaptable, and committed to supporting operational and financial excellence across the organization.

CONTRACT ADMINISTRATION ESSENTIAL DUTIES & RESPONSIBILITIES (not limited to):

Contracts

• Administer and distribute contractual agreements to internal and external trade partners.
• Maintain subcontractor compliance and follow up with subcontractors who do not meet compliance standards.
• Request and prepare certificates of insurance as needed for projects and construction operations.
• Set up and maintain accurate vendor information in accounting system.
• Distribute invoices to appropriate teams within the company.
• Assist with month-and year-end closings as needed.

ACCOUNTING DEPARTMENT ESSENTIAL DUTIES & RESPONSIBILITIES (not limited to):

Accounts Payable

• Receive and review all subcontractor and vendor invoices daily & distribute through proper channels for approval.
• Record received preliminary notice information from subcontractors and suppliers on projects. Ensure preliminary notices are closed out appropriate on projects & issue joint as necessary.
• Ensure subcontractor invoices are accompanied by proper lien release information specific to each job. Collect sub-tier waivers based on prelien log.
• Code invoices by job number and CSI code and review with Project Managers for accuracy prior to entering.
• Review subcontract invoices and change orders for accuracy and submit to Project Managers for final approval.
• Upon receipt of project payments, submit AP report by job to Project Managers, COO, and CEO for approval of payment.
• Make payment on vendor invoices and credit cards before due dates to avoid delay or late payment fees.
• When possible, take advantage of discounts for early payment with approval from CEO.
• Process all ACH and checks, matching payment stubs to invoices for future reference and tracking.
• Sign off on credit cards and expense reports; review for accuracy and job costing.
• Review W9 and 1099 information at year end.
• Review expense reports received from employees including reimbursements and credit cards. Ensure each expense maintains a corresponding receipt and approval.
• Enter credit card transactions in accordance with company card policies.

Accounts Receivable

• Review weekly AR aging reports and discuss with Project Managers the timing of payments and delinquencies.
• Receive all payments from clients and ensure accurate and timely cash applications.
• Notify Project Managers of payment receipt and distribute appropriate lien waivers.
• Produce AP reports for Project Managers, COO, and CEO for disbursement of checks for funds received.
• Assist with billing where necessary. Generate off-contract invoices to clients with feedback from Project Management team.
• Analyze collection trends and escalate to appropriate parties where necessary.

Cash Management

• Clearing of bank registers in Sage 300 based on review of daily bank transactions.
• Bank reconciliation of primary bank account at the close of each month.

Cost Accountant

• Project Startup & Collaboration
• Assist with Project Closeout
• Project Cost Tracking & Reporting
• Budgeting & Forecasting
• Contract and Change Order Management
• Accounts Payable
• Oversight of 3…