Project Administrator

Scope:

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

FLSA Status:

Salary - Non-Exempt

Salary:

$58,000 - $71,500

Reporting Relationship:

Reports to the Director of Administration/Human Resources

Essential Duties & Responsibilities:

Technical Skills

• Electronic file maintenance (Box)
• Accomplish the following job-specific accounting tasks:
  1. Accounts payables – Subcontractor and open account material invoices
  2. Payment Applications
• Understanding basic accounting terminology and the applications within the construction industry (i.e. general ledger accounts, journal entries, etc.)
• Understands the importance of monthly and year-end financial closing
• Understands internal controls in making payments, including:
  1. Signed authorizations (subcontract agreements, SCOs, material contracts, etc.)
  2. Authorization for payment (invoice, receipt of owner payment, sworn statements, sub bonds, subcontract, and insurance in place)
  3. Release of payment (conditional and unconditional releases, sub-tier and material releases, certified payroll, union status letters, approval from Project Manager/team, etc.)
• Assign new job numbers
• Project Setup in CMIC from Budget/Abstract form
• Subcontractor payment selection for weekly approval and ACH distribution
• Joint Check agreement management and Joint Check issuance
• Ensure monthly draws are open in Textura and invite Subcontractors if PMs have not done so
• Manage subcontractor insurance compliance within CMiC and Textura
• Enforce and maintain current certificates of insurance from our vendors and subcontractors
• Lien Filing
• P&P Bonds
• Coordinate and track subcontractor bond requirements when necessary
• Ensures pay applications and subcontractor invoices are approved and submitted to OII prior to month-end and year-end financial closing
• Address high level (complicated) sub payment inquiries
• Issue Joint Checks for all sub-tier and material suppliers
• 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
• Monthly M/WBE reporting for DPS and City of Denver Projects
• Manage and Record Prevailing wages for City of Denver projects in LCP Tracker software
• Manage Workforce program for City and County of Denver projects
• Accounts Receivable – (AR)
  1. Deposit and code incoming payments - owner payments, refunds, and miscellaneous payments
  2. Monthly Owner billing compiling/vetting from PMs and submit to Carol (WEO Chicago Accountant)
  3. Helps Prepare Deposits
  4. Check bank online for ACH deposits
  5. Manually deposit checks received in the mail
• Project & Insurance Compliance:

1. Manages WEO insurance responsibilities on all projects including COIs, Subcontract COIs, Subguard, Builders Risk, P&P Bonds, CCIP, and OCIP Project
2. Understands internal controls in making payments, including:
   1. Signed authorizations (subcontract agreements, SCOs, material contracts, etc.
   2. Authorization for payment (invoice, receipt of owner payment, sworn statements, sub bonds, subcontract & insurance in place)
   3. Release of payment (conditional and unconditional releases, sub-tier and material releases, approval from Project Manager/project team, etc.
3. Reviews insurance certificates for compliance and follows up with subcontractors as necessary
4. Tracks insurance compliance in CMiC
5. Upload insurance certificates to CMiC and Box
6. Regularly reviews CMiC non-compliant reports and follows up on expiring policies
7. Issues weekly insurance reports for all active projects
8. Completes and compiles WEO’s annual insurance renewal application applications

• Risk assessment skills:
  1. Basic understanding of insurance in the construction industry and its impact to our business
  2. Last line of defense is ensuring that subcontractors meet all insurance requirements and furnish fully executed subcontract agreements
• Understanding of contract agreements:
  1. How to create Master Subcontract Agreements in CMiC
  2. How to enter scope into CMiC for job-specific subcontract agreements
  3. Run the necessary background reports and flag any issues for your Project Manager
  4. Creates and compiles subcontractor exhibits

Management Skills

• Thoroughly understands and can complete pay applications for both lump sum and GMP projects
• Manages monthly Lien Releases
• 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 year-end 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 a lien and stop notice free projects
• Timely payment for a compliant subcontractor to ensure we have a lien
• Manages WEO insurance responsibilities on all projects including COIs, Subcontract COIs, Subguard, Builders Risk, P&P Bonds, CCIP, and OCIP Project

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 the 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
• Practical written and verbal communication skills
• Problem-solving and decision-making – work 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 extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Forward-looking thinker, who actively seeks opportunities and process solutions
• Show alignment with and promotes WEO Corporate Values

Qualifications:

College degree preferred or equivalent experience in a related field.

Broad understanding of construction administration processes, including contracts, and construction documents.

Understands and effectively uses company software programs and systems:

1. Proficiency in computer skills (MS Word, Excel Outlook, CMiC, Box, Bluebeam, Textura) and ability to learn other software management systems

1. Proficiency in Outlook and has the ability to manage calendars, address books, tasks, and email

1. Ability to navigate and manage files and folders in iCloud database (Box)

1. MS Teams

Demonstrated ability to lead and manage

Demonstrated understanding of the importance of relationship-building

Effective oral and written communication skills

Well-developed time management and organization skills

Physical Demands:

Performance of the required duties will require physical ability to navigate the office and other spaces.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Work Environment:

Generally, this position works in an office environment. Occasionally this position will visit active construction projects, where company-provided PP&E is required.

These are considered the core responsibilities of the position. Employees are encouraged to reach beyond their current responsibilities in an effort to foster professional growth, but only as they are able to remain accountable for their core responsibilities.