Office Administrator/ Project Coordinator (73709)

Our company is seeking a detail-oriented and highly organized Office Administrator to support daily administrative, payroll, accounting, and job cost functions within a commercial construction environment. This role is office-based, 5 days per week, 40 hours per week, and requires a strong ability to manage deadlines, maintain accurate documentation, and work closely with operations, accounting, payroll, and project teams.

The ideal candidate will have experience with payroll processing, certified payroll reporting, accounts payable coding, job cost accounting, and construction-related documentation. This position will have a major focus on payroll, including complete ownership of in-house payroll processing for a union contractor. The role also offers growth opportunities into additional financial reporting, work-in-progress management, and job cost analysis responsibilities over time.

Responsibilities:

• Complete utilization reporting and other job-related compliance documentation.
• Organize, review, and maintain daily job reports from field teams.
• Code accounts payable invoices to the proper jobs, cost codes, phases, departments, and general ledger accounts.
• Assist with job cost accounting by tracking labor, materials, subcontractor costs, equipment, and other project-related expenses.
• Support project managers and accounting teams with documentation needed for billing, payroll, compliance, and job costing.
• Maintain accurate digital and physical files for payroll, AP, certified payroll, job reports, contracts, change orders, and project documentation.
• Assist with month-end reporting, cost tracking, and project financial documentation as needed.
• Support accounts payable workflow, including invoice review, coding, routing, and documentation.
• Help improve internal processes related to payroll, job costing, document control, and reporting.
• Perform other administrative, accounting, and project support duties as assigned.

PRECONSTRUCTION TASKS

• Documents to Project Managers: Provide all contract documents and estimating backup documents to Project Managers.
• Contract Terms Awareness: Become familiar with the administrative requirements of the contract documents. Request and collect tax-exempt forms, as required.
• Job Startup Preparation: Prepare for job startup including scheduling internal startup meeting.
• Submittals: Work with Project Manager to develop and provide project submittals to client.
• Estimator’s Budget: Work with Project Manager to structure and enter the estimator’s budget and Project Manager’s budget into the accounting database.
• Schedule of Values: Work with Project Manager to structure and enter the accounts receivable schedule of values into the accounting database and formatting of AIA Schedule of Values.

ONGOING PROJECT TASKS

• City Permits: Work with Project Managers to fill out applications for City permits for building, encroachment, parking, etc.
• Subcontractor Insurance: Check with insurance administrator to ensure subcontractors have current insurance on file that conforms to the prime contract prior to their work commencement. Provide approved certificates of insurance to client, as needed.
• Change Orders: Work with the Project Managers to prepare client change orders. Enter and track change orders including budgets within accounting database.
• Subcontract Agreements: Draft subcontract agreements and subcontract change orders as requested by Project Manager. Properly reference all contract documents and provide redacted copies to sub along with the subcontractor agreement.
• Subcontractor Invoices: Work with the Project Manager to confirm billed amounts are accurate, create Subcontractor Work Orders and Submit for approval/payment.
• Project Logs: Maintain project logs including change order log, request for information log, submittal log, billing and costs to date log, client weekly status reports, etc.
• Active Jobs File Maintenance: Maintain active job files including all contract and construction documents, permit copies, special inspection reports, etc.
• Budget Maintenance: Work with Project Managers to update project budgets within accounting database.
• Accounts Receivable Invoices: Submit invoices to clients on dates required by contract or required by client, including providing proper lien waivers if required by contract.

PROJECT COMPLETION TASKS

• Closeout Documents: Prepare closeout documents per contract requirements.
• Make Jobs Inactive: Clean up jobs and make them inactive in our accounting database and in the Production folder at appropriate times.