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Construction Project Administrator

Position Summary

The Construction Project Administrator is responsible for the financial, administrative, and operational support of commercial construction projects from project award through closeout. This role serves as the central point of coordination between Project Managers, Accounting, Operations, subcontractors, vendors, and clients to ensure projects remain financially accurate, contractually compliant, and administratively organized.

This position requires strong construction industry experience with Accounts Payable, Accounts Receivable, project billing, certified payroll, OCIP administration, AIA contract documentation, lien waivers, payment applications, billing portals, contract administration, payment bonds, and construction accounting processes. The Construction Project Administrator plays a key role in maintaining project cash flow, supporting compliance, and ensuring timely financial reporting.

Essential Job Responsibilities

Project Administration

• Manage project setup from contract award through closeout.
• Create and maintain complete electronic and hard-copy project files.
• Prepare and distribute subcontract agreements, purchase orders, and project documentation.
• Track project milestones, deadlines, insurance certificates, permits, and compliance documentation.
• Coordinate change orders, contract modifications, and project closeout packages.
• Support Project Managers with daily administrative and operational needs.

Accounts Receivable (AR)

• Prepare owner billing packages, including AIA payment applications.
• Submit invoices through customer billing portals.
• Prepare supporting documentation for monthly progress billings.
• Monitor payment status and assist with collections and aging reports.
• Track retainage and ensure timely release upon project completion.
• Coordinate with Finance and Project Managers to resolve billing discrepancies.
• Assist with forecasting project cash flow.

Accounts Payable (AP)

• Process subcontractor and vendor invoices for accuracy and contract compliance.
• Match invoices with purchase orders, contracts, and receiving documentation.
• Prepare subcontractor payment applications for approval.
• Track payment schedules and ensure timely vendor payments.
• Collect and verify lien waivers before payment release.
• Reconcile vendor statements and resolve invoice discrepancies.
• Assist with month-end AP reporting and accruals.

Construction Accounting & Financial Support

• Maintain project budgets and cost tracking information.
• Assist with job cost coding and cost allocations.
• Review project expenditures for accuracy.
• Support month-end and year-end financial close activities.
• Generate project financial reports for Project Managers and leadership.
• Monitor project commitments, purchase orders, and subcontract balances.
• Support audit requests and financial documentation.

Contract Administration

• Administer AIA contracts, subcontract agreements, and change orders.
• Coordinate payment bond and performance bond documentation.
• Track insurance requirements, certificates, and renewals.
• Ensure contract compliance with client requirements.
• Maintain subcontractor qualification documentation.
• Support legal and contractual documentation throughout the project lifecycle.

Certified Payroll & Compliance

• Process and review certified payroll reports.
• Administer OCIP/CCIP enrollment and compliance.
• Maintain prevailing wage documentation.
• Monitor subcontractor compliance with labor regulations.
• Coordinate audits related to payroll and insurance compliance.
• Ensure compliance with federal, state, local, and owner requirements.

Project Closeout

• Coordinate final billing and retainage collection.
• Assemble warranties, as-built documents, O&M manuals, and closeout packages.
• Obtain final lien waivers and releases.
• Coordinate final subcontractor payments.
• Archive completed project documentation.

Qualifications

• 3–5+ years of construction project administration experience.
• Experience with commercial construction accounting processes.
• Strong knowledge of Accounts Payable and Accounts Receivable.
• Experience with AIA billing, payment applications, and owner billing portals.
• Knowledge of certified payroll and prevailing wage requirements.
• Experience with OCIP/CCIP administration.
• Understanding of construction contracts, lien waivers, bonds, and insurance requirements.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Experience with construction ERP/accounting software (Sage 300 CRE, Vista, Foundation, Procore, CMiC, Viewpoint, or similar) preferred.
• Excellent organizational, communication, and multitasking skills.
• High attention to detail and ability to manage multiple projects simultaneously.

Preferred Skills

• Commercial construction contracting experience.
• Strong understanding of project cost accounting and job costing.
• Experience with subcontract administration and compliance.
• Ability to work collaboratively with Project Managers, Finance, Operations, subcontractors, vendors, and clients.
• Strong problem-solving and analytical skills with a customer-service mindset.

This position is ideal for an experienced Construction Project Administrator who can combine project coordination, accounting support, contract administration, and compliance management to keep projects running efficiently while supporting accurate financial reporting and healthy project cash flow.

JOB ID: 179009

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Brenda Gray

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