Construction Project Accountant Admin

Description

The Project Accounting Admin plays a critical role in supporting oversight and administrative coordination for project-based work. This position is responsible for tracking compliance with internal controls and client requirements. The role involves close collaboration with project accountants. Strong attention to detail and organizational skills are essential, as the administrator will handle contract documentation. The ideal candidate will have a solid understanding of project lifecycle, and ERP systems. They must be proactive in identifying discrepancies and offering solutions to maintain accuracy. This role also supports audits and assists in compliance needs. Effective communication and time management are key to success in this dynamic, deadline-driven environment.

• Process & code high-volume vendor invoices on net 30 terms through Sage 300
• Occasional bending, stooping, reaching, pushing, and pullin to access files, office equipment, or supplies.
• Assist with basic owner billing, including preparing simple pay applications, tracking approvals, and ensuring documents are submitted accurately and on time
• Assist PA lead and controller with month end tasks
• Maintain organized filing of all lien-related documents for audit and project closeout
• Provide clear and professional communication to ensure timely processing of invoices and payments
• Support the Project Accountants with special projects, audit support, and general administrative accounting tasks as needed
• Prepare weekly payment runs and ensure vendors are paid accurately and on time
• Follow up with subs and vendors regarding missing documents and outstanding compliance requirements
• Provide support to Project Accountants during monthly billing cycles
• Enter newly received Preliminary Notices into Procore and maintain accurate filing and documentation for all projects
• Provide updates on payments status from Vendors
• Assist Project Accountants in collecting missing compliance documents, including insurance certificates & Subcontractor Affidavits
• Verify accuracy of invoice coding, approvals, and supporting documentation
• Request, review & approve subcontractor and supplier lien waivers in Procore
• Maintain focus, accuracy, and attention to detail while working under deadlines and managing multiple priorities

Requirements

• Ability to lift and carry office materials and supplies weighing up to 25 pounds occasionally
• 1–2 years of experience in construction accounting or a related accounting role preferred
• General knowledge and understanding of Microsoft Office Technology
• General Ledger accounting and experience
• Prolonged periods of sitting at a desk and working on a computer
• Knowledge of Preliminary Notices, Lien Waivers, Vendor Invoicing, and Client Billing required
• Excellent organizational and record-keeping skills
• Regular use of hands and fingers for typing and handling documents
• Proficiency in Microsoft Office, especially Excel, Outlook, and Word
• Team-oriented mindset with a willingness to learn and grow
• Problem-solving skills with the ability to identify issues and escalate as needed
• Teams/SharePoint/Outlook for Email/Word/Excel/PowerPoint
• Ability to communicate clearly and effectively, both verbally and in writing, in person and via phone or virtual platforms
• Ability to manage multiple priorities and meet deadlines
• Experience with Sage 300 and Procore highly preferred
• Strong written and verbal communication skills for interacting with vendors, subcontractors, and internal teams
• Ability to stand and walk for short periods during meetings or while retrieving files and office materials
• General ability to utilize cellular phone/iPad or Tablet/Laptop for Work Purposes
• Excellent communication and follow-up skills
• Frequent reading of documents, computer screens, extended screen time throughout the workday
• Strong attention to detail and organizational skills
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Strong data entry and invoice processing skills with high accuracy
• Effective time management skills with the ability to handle multiple tasks and deadlines

Benefits

• SAGE and all sage Programs

Training + Development

Interview process

Visa Sponsorship

Security clearance