Project Level Administrator

Accounts Payable/Accounts Receivable (40%)

• Process Vendor/Subcontractor Invoices
  • Stamp/circulate for Project Manager Approval
  • Validate Assigned Charge Numbers
  • Log into Accounting System
  • Draft Lien Waivers
• Accounts Payable/Accounts Receivable (AP/AR)
  • Download/Prepare/Circulate AR Report
  • Coordination of Collection Efforts with PMs on AR 60+ DSO
  • Enter Collection Notes in ARCS
• Prepare Draft Apex Invoices
  • Generate Unbilled and other Project-Level Accounting Reports
  • Draft T&M, Lump Sum, Phased, Prevailing Wage Invoices with Backup
  • Revise/Finalize following Project Manager Review
  • Draft Lien Waivers

Project-Level Administration (40%)

• Set Up Opportunities & Projects in Vision
• Process Certificates of Insurance Requests (COI)
• Contact Vendors/Process Subcontractor Service Order Agreements (SSOAs)
• Travel/Logistics Support for Field Work
• Maintain/Update/Improve Project/Task Scheduling/Tracking Tools
• Process Canvas & Hard Copy Field Notes/Photo Logs
• Draft Basic Work Completion Reports using Standard Templates

General Administrative Tasks (20%)

• Answer Office Phones/Direct Callers
• Open/Log/Distribute Mail & Packages
• Copy & File (Both Electronically & Hard Copy)
• Administrative Support for Safety
  • Track/Monitor/File Certifications
  • Maintain Current Filing for Safety Training/Milestones
  • Produce/Update Safety Training Books/Training Materials (PowerPoint)
  • Draft/Format Good Catch Inspection and Incident Forms
• Draft, Revise Staff Resumes
• Prepare/Coordinate Fed/Ex, other Shipping

In addition to your fulfilling role with a growing company, you also gain the advantages of:

• A full benefits package including health, medical, dental, life, short and long term disability, 401k, and tuition assistance (among others)
• Eligibility for performance-based bonuses and other incentives
• Resources and support for your career development
• Cross-training and diverse projects
• Working with some of the best and brightest in the industry among a culture that values diversity
• 750+ employee consulting firm led by an approachable, accessible executive team and all of the resources typical of much larger firms

Great minds think alike! Now that we understand each other, let's sort through the minimum qualifications for this position:

• Strong Microsoft Office Abilities
  • Word (formatting, tables, headers/footers)
  • Excel (formatting, use of formulas, sort functions, pivot tables)
  • PowerPoint
  • Outlook (shared calendars, meeting invitations)
• Accounting
  • Experience working with Deltek Accounting Systems (Vision)
  • Use of Work Breakdown Structures (WBS)
  • AP/AR
• Strong Computer Abilities
  • Working in Cloud-Based Environment
  • Internet Explorer
  • Skype (setting up and administering Skype Meetings)
• Communications
  • Strong verbal and written communication skills
  • Experience communicating with:
    • Executive/Senior Management Staff
    • Blue Collar/Field Technicians
    • Clients
• Strong Attention to Detail
• Able to Multi-Task & Prioritize
• Strong Work Ethic
• Self-Starter
• Comfortable Leading or Supporting Team
• Proactive

We're ready to get this key position filled so if this is you, submit your resume now for consideration. If you're ready to grow, let us know!

Apex Companies, LLC is an Affirmative Action/Equal Opportunity Employer.