Client Account Administrator

Summary: The Client Account Administrator provides centralized coordination for client communications, project support, proposal development, billing, and account follow-up. The position works across Project Management, Engineering, Construction Operations, Estimating, Procurement, and Accounting to keep information current, documentation complete, and deliverables on schedule. The role supports a professional client experience from pre-award activities through project closeout and final billing.

Essential Duties and Responsibilities

• Coordinate routine client communications, requests, meetings, and follow-up activities; document decisions, commitments, and action items.
• Prepare and maintain project reports, presentations, schedules, milestone trackers, meeting materials, and action logs.
• Maintain accurate submittal, RFI, project-status, closeout, and turnover records in accordance with established procedures.
• Keep clients, field teams, Engineering, and project leadership aligned on current project information, deadlines, and required actions.
• Manage RFP, RFQ, quotation, pricing package, and proposal schedules from initial request through submission.
• Coordinate required inputs from Estimating, Project Management, Engineering, Procurement, Accounting, and other contributors.
• Assemble complete, accurate, and professional proposal packages for management review and client submission.
• Maintain proposal records, track due dates and approvals, and support the handoff of awarded work to project execution and billing.
• Prepare client invoices and progress payment applications with complete, accurate, and timely supporting documentation.
• Maintain billing schedules and track submissions, approvals, retention, payments, and outstanding balances.
• Coordinate the resolution of billing questions, rejected invoices, revisions, credits, deductions, and resubmissions with Project Management and Accounting.
• Support accounts receivable follow-up, account reconciliation, final billing, and project closeout.
• Prioritize competing deadlines and communicate risks, missing information, and unresolved issues to the Supervisor promptly.
• Follow established document-control, billing, confidentiality, and records-retention procedures.
• Maintain accurate trackers and provide clear status updates to internal stakeholders and clients.
• Identify opportunities to improve templates, workflows, handoffs, and backup coverage.
• Perform related duties consistent with the purpose and responsibilities of the position.

Minimum Qualifications

• High school diploma or equivalent.
• Three years of progressively responsible experience in project coordination, client service, billing, proposal support, document control, or a related administrative function.
• Demonstrated experience managing detailed records, deadlines, and cross-functional follow-up.
• Proficiency with Microsoft Word, Excel, Outlook, and presentation software; ability to learn company systems and client portals.
• Strong written and verbal communication skills, including the ability to prepare professional client-facing documents.

Preferred Qualifications

• Associate or bachelor's degree in business administration, accounting, construction management, project management, communications, or a related field.
• Experience in construction, engineering, manufacturing, or another project-based environment.
• Familiarity with RFPs, RFQs, proposals, submittals, RFIs, progress billing, retention, accounts receivable, and project closeout.

Additional Requirements:

Must have and maintain a valid driver’s license. May be required to travel to other sites within Arizona to perform certain work functions.