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Construction Project Administrator

Company: AUI Partners
Location: Fort Worth
Posted on: June 25, 2022

Job Description:

Job Purpose: The primary role of the Construction Project Administrator is to perform daily and weekly accounts payable, project and subcontract administration activities such as processing of vendor invoices, issuing subcontracts/purchase orders/change orders and preparing client billings. Additionally, a variety of administrative functions to support Corporate Services Department including scanning, filing, copying, indexing and special projects.
Project Accounting Support:
Examine project setup for accuracy and collect necessary documentation
Obtain and review contract terms and conditions
Review and interface owner changes orders, budget adjustments, contract and phase master
Assist in the preparation of client invoices and ensure compliance with contract terms and client specific needs
Ensure subcontractors are following billing procedures and providing required compliance documentation
Ensure project managers submit billings in a timely manner

Monitor AR aging monthly and work with Operations on potential lien/claim protection
Assist in project closeout; reconciliation, final payments, etc.
Act as a liaison between vendor and operations to resolve account discrepanciesAccounts Payable Processing:
Assist with setup and vendor maintenance
Assist with compliance code maintenance
Pre-code invoices into Pvault and ensure proper backup is attached
Generate accounts payable checks
Maintain payment records and associated notes
Vendor inquiries: Receives incoming calls, emails and faxes regarding vendor inquires
Maintain detailed notes and records of inquiries and research conclusions
Conduct and assist with vendor statement reviews to ensure vendors are paid in a timely manner and communicate discrepancies with vendors
Conduct and assist in the resolution of rejected and/or problem invoices
Process subcontractor pay apps in systems (PVault and/or GCPAY)
Timely indexing of various forms into Pvault such as but not limited to:
o Cash Receipts
o W9's
o Funding Reports
o Vendor Statements
o Other forms and reports as requiredSubcontractor/Supplier Insurance Review:
Review Subcontractor and Suppliers insurance certificates and endorsements to see if they meet contract requirements
Contact and follow up with vendor if any deficiencies are noted and follow up as to same until in compliance
Update and maintain compliance in Viewpoint
Index certificates and endorsements in pVault once complete
Office Support:
Assist in weekly checks/payment remittances
Sort and send incoming mail to appropriate individuals/department
Assist with purchasing office supplies/equipment as needed
Assist in greeting incoming visitors
Assist with outgoing mail preparation as needed
Assist with routing messages that come through the main line to the appropriate individuals/department
Provide assistance in special projects as neededRelationships:
Participate in networking events and business development opportunities within Industry and Professional organizations and associations
Ensure there is proper communication and customer service between your team and the organization
Maintain positive, productive relationships with ALL stakeholders, including AUI employees, Subcontractors, Vendors, Owners, Architects, Engineers and regulatory entities
Always represents AUI with the highest standard of professionalism Leads by exampleMiscellaneous Duties:
Receive Supervisory guidance with respect to overall objectives; operate within
department policy guidelines using independent judgment and critical thinking in achieving assigned objectives and performs additional assignments per supervisor's direction
Always adheres to company procedures and policies
Attend and participate in meetings as required
Provide support on any special projects as requested
Available 24/7 as needed for emergencies
Comply with all safety policies, practices and procedures. Report all unsafe activities to Area Manager
Ensure regular and timely attendance
Travel as needed

Requirements2+ years of accounting related experience
Strong communication skills both verbal and written
Bachelor's Degree Preferred in related accounting/finance field
Strong analytical skills, attention to detail, and understanding of accounting functions and processes
Experience in project invoicing and billing
In-depth knowledge of best practices in accounting
Viewpoint experience a plus/experience in similar accounting software required
GCPay/PVault/Textura experience a plusPhysical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to:
Use hands to fingers
Handle or feel
Reach with hands and arms
Talk or hear
Frequently is required to stand and walk
Occasionally lift and/or move up to 10 poundsWork Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to:
Occasional Outdoor weather conditions
Moderate noise level
Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation
Light physical activity performing non-strenuous daily activities of an administrative nature
Manual dexterity sufficient to reach/handle items and work with fingers


Job Industries
  • Customer Service

Keywords: AUI Partners, Fort Worth , Construction Project Administrator, Professions , Fort Worth, Texas

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