Position Summary : We are seeking a dedicated Business Unit Accounting Administrator to provide comprehensive financial, administrative, and operational support for our construction business unit. This role combines responsibilities across accounting, compliance, and project administration to ensure the seamless functioning of our financial and operational processes. The ideal candidate will have experience in construction accounting, project administration, and team collaboration, with a keen attention to detail, strong organizational skills, and a proactive problem-solving mindset. This position plays a vital role in maintaining financial accuracy and compliance while supporting leadership and contributing to the organization’s success.
Key Responsibilities
Accounts Receivable
- CCIP Administration : Manage Contractor Control Insurance Program (CCIP) enrollment, required documentation, and audit processes for assigned business units .
- Lien Waiver and Vendor Management : Oversee the monthly collection and submission of subcontractor / vendor lien waivers and invoices. Resolve discrepancies promptly to ensure smooth payment processing.
- Project Documentation and Contract Management : Administer project setup, ensuring compliance with contract requirements, including insurance reviews and issuing Certificates of Insurance (COIs).
- Pay Application Management : Prepare, review, and submit monthly pay applications through customer portals or email as specified in contract documents. Ensure timely submissions to avoid delays.
- Billing Resolution : Investigate and resolve billing issues efficiently to maintain positive customer relationships and cash flow.
- Aging Report Analysis : Review weekly aging reports and collaborate with Project Managers to address payment delays and ensure timely collections.
- Month-End and Audit Support : Provide support for month-end financial processing, including the preparation of required documentation for external audits.
Accounts Payable
Subcontractor Documentation Compliance : Ensure all required subcontractor documentation, including Certificates of Insurance (COIs), W-9 forms, and lien waivers, are collected, reviewed, and maintained in compliance with company policies.Vendor Payment Management : Coordinate vendor payments by prioritizing invoices and working closely with Project Managers and the Accounts Payable team to resolve discrepancies and maintain timely payments.Credit Card Expense Management : Process and reconcile monthly credit card expenses for the business unit, ensuring accurate coding, timely entry, and strict adherence to company expense policies.Project Administration
File Management : Establish and maintain project files on the server to ensure proper documentation, compliance, and seamless support for audits and long-term record retention.Subcontractor Pay Applications : Oversee subcontractor pay applications, ensuring compliance with lien waiver submissions and insurance requirements.Contractor Prequalification : Liaise with Sales and Accounting teams to complete contractor prequalification documents, ensuring timely and accurate submission to meet project requirements.Internal Administrative Coordination
Recruitment Support : Assist HR with recruitment efforts, including scheduling interviews and coordinating onboarding for business unit staff as needed.Travel Coordination : Arrange travel for business unit staff as required.Administrative Support : Provide support to business unit leadership by managing calendars, scheduling meetings, and performing other administrative tasks.Compliance and Reporting
Subcontractor and Supplier Compliance : Ensure all subcontractor and supplier documentation, such as W-9s, COIs, and other contractual requirements, are up-to-date and in compliance.Municipal Compliance : Work with the technical service administration team to secure municipal registrations and permits, resolving discrepancies promptly.Customer and Vendor Relations
Relationship Management : Foster positive communication with customers and vendors, addressing inquiries and resolving issues in a timely manner.AR / AP Follow-Up : Monitor outstanding accounts receivable and payables, following up with vendors or clients to maintain positive cash flow.Coordination with Corporate Accounting
Process Improvement : Collaborate with the VP of Administration and accounting teams to review and improve processes for efficiency.Audit Support : Assist with project and corporate audits, including managing subcontractor default claims.Liaison Duties : Act as a bridge between the business unit and corporate accounting / HR teams to address discrepancies and other matters.Month-End / Year-End Close : Contribute to month-end and year-end close processes alongside corporate accounting teams.Asset Audit : Conduct monthly audits of the business unit’s asset list to ensure accuracy and alignment with key performance indicators (KPIs).Desired Skills and Experience
Minimum of 5 years of accounting experience, ideally within the construction industry.Associate degree in accounting or a related field required. Bachelor’s degree preferred.Proficiency in Sage 100 Contractor or equivalent accounting software.Strong understanding of construction industry cost codes, job costing, and AIA pay applications.Knowledge of local, state, and federal labor laws related to payroll compliance.Excellent analytical, organizational, and communication skills.Proficiency in Adobe, Microsoft Office Suite, particularly Excel.Professional demeanor with a commitment to confidentiality and ethical standards.Ability to manage time effectively, prioritize tasks, and meet deadlines in a fast-paced environment.Team player with the ability to operate effectively within a collaborative, matrixed organization.Preference for blue-collar environments and an appreciation of construction trades.Employment Type : Full Time
Years Experience : 5 - 10 years
Salary : $63,000 - $68,000 Annual
Bonus / Commission : No
Salary : $63,000 - $68,000
