Account Administrator-Arizona

Job Title:

Account Administrator / Contract Administrator

Department:
Operations / Finance

Reports To:

Company Controller (Controller reports to CFO)

Location:

[Utah / Arizona Operations]

Position Summary

The Account Administrator serves as the operational and financial coordination point between Sales, Estimating, Field Operations, and Accounting for Morgan Pavement Arizona. This role ensures that sold work is properly set up, contractually compliant, accurately costed, and billed in a timely and disciplined manner.

Working within the Net Suite ERP system, and supporting the company’s transition from B2W Estimate to Net Suite, this position plays a critical role in protecting gross margin through disciplined job cost coding, labor and material validation, subcontractor compliance, and contract administration.

The Account Administrator reports directly to the Company Controller, who reports to the Chief Financial Officer (CFO).

Key Responsibilities

• Set up newly awarded jobs in Net Suite ERP in coordination with Sales and Estimating.
• Validate estimate data migration from B2W Estimate into Net Suite job cost structure.
• Review contract documents for compliance requirements including billing terms, retainage, insurance, bonding, certified payroll, and lien requirements.
• Maintain complete digital and physical job files.
• Track contract value, approved change orders, and billing status.
• Ensure required documentation is in place prior to project start and billing.

• Assist with migration and alignment of cost codes from B2W Estimate into Net Suite.
• Verify consistency between estimate budgets and job cost setup.
• Support testing and validation of data flows between estimating and ERP systems.
• Work with Controller and operations team to ensure clean cost reporting structure.
• Identify discrepancies between estimate and actual cost coding early in project lifecycle.

• Issue vendor purchase orders and subcontract agreements consistent with estimate and approved scope.
• Verify pricing alignment with awarded contract and estimate.
• Collect and maintain:
  • Subcontractor W-9s
  • Insurance certificates
  • Subcontractor contractor licenses as required by the state in which work is performed
• Track subcontractor compliance prior to payment release.
• Coordinate lien releases as required.

• Review daily/weekly field logs from crews.
• Verify labor hours, equipment usage, and material quantities.
• Reconcile inventory materials issued to jobs.
• Ensure proper job cost coding in Net Suite for labor, materials, equipment, and subcontractors.
• Coordinate corrections with field supervisors when discrepancies arise.
• Support Controller with accurate margin reporting.

• Prepare and submit progress billings, time & material billings, and final invoices.
• Compile required backup documentation including tickets, logs, certified payroll, and compliance forms.
• Track retainage and billing schedules.
• Assist with collection follow-up as directed.
• Ensure billing aligns strictly with contract terms and approved change orders.

• Collect and review certified payroll documentation when required on public works projects.
• Coordinate submission to clients or agencies as required.
• Maintain compliance records for audits and agency review.

• Collect and maintain parcel ownership data for projects to protect lien rights.
• Track preliminary notice requirements based on state law.
• Maintain documentation required for lien protection and statutory compliance.

• Participate in bi-weekly scheduling meetings during construction season.
• C…