Project Administrator

Department: Administrative

Employment Type: Full Time

Location: Denver, CO

Compensation: $58,000 - $71,500 / year

Description

The primary function of the Project Administrator is to act as liaison between accounting and the project team ensuring accurate and timely financial reporting while contributing to the efficiency of the project team. 

Key Responsibilities

The duties, responsibilities and attributes of the Project Administrator include, but are not limited to:

Technical Skills

• Electronic file maintenance (Box)
• Order supplies for the jobsite trailer as needed
• Accomplish the following job specific accounting tasks:
• Accounts payables – Subcontractor and open account material invoices
• Payment Applications
• Understanding of basic accounting terminology and the applications within the construction industry (i.e. general ledger accounts, journal entries, etc.)
• Understands the importance of monthly and yearend financial closing
• Understands internal controls in making payments, including:
• Signed authorizations (subcontract agreements, SCOs, material contracts, etc.)
• Authorization for payment (invoice, receipt of owner payment, sworn statements, sub bonds, subcontract and insurance in place)
• Release of payment (conditional and unconditional releases, sub-tier and material releases, certified payroll, union status letters, approval from Project Manager / team, etc.)
• Ability to critically analyze errors in coded invoices, expense statements, and other accounting transactions
• Understanding of cost reporting and tracking
• Understanding of phase codes and budgets within CMiC – Potential Change Items
• Risk assessment skills:
• Basic understanding of insurance in construction industry and its impact to our business
• Last line of defense in ensuring that subcontractors meet all insurance requirements and furnish fully executed subcontract agreements
• Understanding of contract agreements:
• How to create Master Subcontract Agreements in CMiC
• How to enter scope into CMiC for job specific subcontract agreements
• Run the necessary background reports and flag any issues for your Project Manager (CSLB, Compline, OSHA, previous history, etc.)
• Creates and compiles subcontractor exhibits 

Management Skills

• Thoroughly understands and can complete pay applications for both lump sum and GMP projects
• Manages and tracks preliminary notices and monthly lien releases
• Issue joint checks for all sub-tier and material suppliers
• Ensures pay applications and subcontractor invoices are approved and submitted to OII prior to month-end and yearend financial closing
• Manages the posting process for all approvals – Subcontract LETs, Owner Change Orders, Budget Transfers, Subcontract Change Orders, etc.
• Timely payment for compliant subcontractors to ensure we have lien and stop notice free projects

Skills, Knowledge and Expertise

Personal Attributes

• Keen attention to detail, with an ability to spot errors
• Strong analytical and organizational skills
• Stress management/composure
• Work Efficiently – Allocates one’s own time efficiently; handles multiple demands and competing priorities
• Develop Systems and Processes – Identifies and implements effective processes and procedures for accomplishing responsibilities
• Takes initiative, strives for increased responsibility and has a desire to learn
• Shows emotional maturity, punctuality and dependability
• Motivate and contribute to the team and morale of the office 

Interpersonal Skills

• Ability to work with varying seniority levels, including staff, managers, and external partners
• Effective written and verbal communication skills
• Problem solving and decision-making – works with others to identify, define and solve problems and take a proactive approach
• Foster Teamwork – Participates and fosters collaboration among team members and among teams
• Motivate Others – Encourages and empowers others to achieve; builds relationships; creates enthusiasm, a feeling of investment, and a desire to excel
• Drive for Results – Drives for results and success; conveys a sense of urgency and drives issues to closure; persists despite obstacles and opposition
• Show Work Commitment - Sets high standards of performance; pursues aggressive  goals and works hard to achieve them
• Establish and maintain positive and effective working relationships with all subcontractors, vendors and WEO Team Members
• Highly resourceful team-player, with the ability to also be