Accounting & Project Administrator

Accounting & Project Administrator

Fort Worth, Texas
Full-Time

Position Overview

Fort Worth based General Contractor is seeking a highly organized, detail-oriented Accounting & Project Administrator to support our growing commercial construction operations.

This position will play an important role in the day-to-day financial, administrative, and project management functions of the company. Responsibilities will range from bookkeeping, payroll, accounts payable/receivable, and job-cost accounting to subcontractor compliance, document control, billing, proposals, change orders, and project closeout.

The ideal candidate is someone who takes ownership of their responsibilities, is comfortable working with financial information, and can maintain accurate and organized records across multiple active construction projects. This individual will work closely with company leadership and project management and will have exposure to nearly every aspect of the company's operations.

Key Responsibilities Accounting, Bookkeeping & Payroll

• Perform routine bookkeeping and accounting data entry.
• Process company payroll and maintain accurate payroll records.
• Assist with accounts payable and accounts receivable.
• Enter and maintain vendor invoices, expenses, payments, deposits, and other accounting transactions.
• Assist with bank, credit card, and account reconciliations.
• Maintain organized accounting records and supporting documentation.
• Assist with preparation of information needed for monthly financial reporting.
• Coordinate with company leadership and outside accounting professionals as needed.
• Maintain confidentiality of payroll, employee, and company financial information.

Job-Cost Accounting & Financial Administration

• Maintain accurate job-cost information for active construction projects.
• Code vendor invoices, subcontractor invoices, purchase orders, and expenses to the appropriate project and cost category.
• Assist management with monitoring project costs, committed costs, change orders, and budget status.
• Help identify missing, incorrectly coded, or incomplete project expenses.
• Maintain supporting documentation for project-related financial transactions.
• Assist with preparation of project cost reports and other internal financial reports.
• Help ensure accounting records correspond with project management documentation.

Project Billing & Accounts Receivable

• Assist with preparation of customer invoices and construction pay applications.
• Compile supporting documentation required for project billing.
• Track outstanding invoices, retainage, and accounts receivable.
• Maintain billing schedules and assist management with monitoring payment status.
• Coordinate collection of subcontractor invoices and supporting documentation required for monthly billing.
• Maintain organized records of approved and pending change orders for billing purposes.

Project Administration & Document Control

• Establish and maintain organized electronic project files.
• Maintain document control throughout the life cycle of construction projects.
• Track and organize contracts, subcontracts, purchase orders, proposals, change orders, RFIs, submittals, and other project documentation.
• Assist project management with preparation and formatting of project proposals and estimates.
• Assist with preparation and submission of Requests for Qualifications (RFQs) and Requests for Proposals (RFPs).
• Prepare and distribute change order documentation as directed by project management.
• Maintain current project information within company systems.
• Assist project managers with administrative tasks required to keep projects organized and properly documented.

Subcontractor & Vendor Administration

• Maintain subcontractor and vendor records.
• Collect and maintain W-9s, certificates of insurance, contracts, subcontracts, purchase orders, and other required documentation.
• Track subcontractor certificates of insurance and expiration dates.
• Communicate with subcontractors and vendors regarding expired, missing, or incomplete documentation.
• Assist with preparation and distribution of subcontracts and purchase orders.
• Maintain organized subcontractor and vendor compliance records.
• Assist management with maintaining current subcontractor and vendor contact information.

Lien Waivers & Construction Compliance Documentation

• Collect, track, and organize subcontractor and supplier lien waivers associated with project payments.
• Maintain records of conditional and unconditional lien waivers as applicable.
• Assist with tracking required preliminary notices, payment notices, and other project-specific documentation.
• Verify required documentation is received prior to processing subcontractor payments when applicable.
• Maintain organized records supporting project payments and closeout.
• Coordinate with project management and company leadership regarding missing compliance documentation.

Project Closeout

• Assist project management with administrative project closeout.
• Compile warranties, operation and maintenance manuals, as-built documents, inspection records, and other required closeout materials.
• Track outstanding closeout items from subcontractors and vendors.
• Assemble and submit owner closeout packages.
• Assist with collection of final lien waivers and other documentation required for final payment.
• Maintain completed project records for future reference.

Office & Administrative Support

• Provide general administrative support to company leadership and project management.
• Prepare correspondence, spreadsheets, reports, presentations, and other business documents.
• Maintain company templates, forms, records, and administrative files.
• Assist with scheduling, document preparation, and general office coordination.
• Help develop and maintain efficient administrative procedures as the company continues to grow.
• Assist with other accounting, project, and administrative responsibilities as needed.

Qualifications

• Previous experience in bookkeeping, accounting administration, payroll, office administration, or project administration.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple projects, responsibilities, and deadlines simultaneously.
• Proficiency with Microsoft Excel, Word, Outlook, and general office software.
• Comfortable working with financial and confidential information.
• Strong written and verbal communication skills.
• Ability to communicate professionally with clients, subcontractors, vendors, and coworkers.
• Ability to work independently and take ownership of assigned responsibilities.
• Dependable, professional, and willing to learn new processes and systems.

Preferred Qualifications

• Previous experience with a commercial general contractor, subcontractor, construction company, or related industry.
• Construction experience preferred, but not required.
• Experience with QuickBooks.
• Experience processing payroll and maintaining payroll records.
• Familiarity with construction job-cost accounting.
• Experience with construction billing and pay applications.
• Familiarity with subcontractor lien waivers and insurance documentation.
• Experience with construction documents including subcontracts, purchase orders, change orders, RFIs, submittals, and closeout documentation.
• Familiarity with construction project management or document-control software.

What We're Looking For

This position is well suited for someone who enjoys being the person who keeps things organized and moving. We are looking for an individual who can identify missing information, follow up when documentation is outstanding, maintain accurate records, and help create structure as the company continues to grow.

The right candidate will not simply perform data entry but will develop an understanding of how the company's accounting, project management, subcontractor administration, and documentation processes work together.

Pay: $25.00 - $30.00 per hour

Expected hours: 20.0 – 40.0 per week

Benefits:

• Flexible schedule

Work Location: In person