What are the responsibilities and job description for the Project Financial Administrator position at USC Builds?
Become Part of Something Bigger:
Rooted in the principles of U:nity, S:ocial impact and C:raftsmanship, we’ve spent more than 23 years breaking systemic barriers, transforming communities and delivering excellence. Every project we undertake goes beyond bricks and mortar; it’s about creating places and spaces that inspire, empower and uplift. Based in Rochester, N.Y., with expanding operations in Ithaca, we specialize in subcontracting, general contracting and real estate development—bringing expertise and innovation to commercial, multifamily and residential construction projects.
As an award-winning New York State Certified MWBE, we’re committed to diversity, equity, inclusion and belonging [DEIB] within the industry, leading the charge toward a more representative construction landscape. People focused and purpose driven, we partner with like-minded organizations to deliver workforce development, skilled trades training and employment opportunities, fostering economic empowerment and inclusive, equitable communities that thrive. By working with us, you’ll become part of a team that values your contributions and craftsmanship while providing opportunities for growth and development. And whether it’s through our charitable initiatives or community-serving projects, you’ll find that being part of USC Builds means being part of something bigger—an organization dedicated to delivering excellence and driving meaningful change.
Position Summary:
The Project Administrator will play a key role in the successful delivery of construction projects by managing administrative tasks, financial documentation, and project coordination. This role bridges project management and financial oversight, ensuring seamless communication and efficient processes across all stakeholders.
Key Responsibilities:
- Project Administration:
- Serve as the central point of contact for project documentation and communication.
- Maintain organized project files, including contracts, permits, insurance certificates, and other key documents.
- Assist Project Managers in preparing schedules, reports, and meeting minutes.
- Change Order Management:
- Prepare, review, and process change orders to ensure timely approval and accurate documentation.
- Coordinate with Project Managers and clients to track changes and ensure budget alignment.
- Subcontractor Invoicing:
- Review and process subcontractor invoices, ensuring compliance with contract terms.
- Track lien waivers and other required documentation for payment processing.
- Maintain a log of subcontractor payments to ensure timely disbursement and resolve discrepancies.
- Financial Oversight:
- Assist in monitoring project budgets as a cost to complete process, identifying cost variances, and preparing reports for internal and external stakeholders.
- Support monthly project billing processes, including client invoicing and payment tracking.
- Collaborate with accounting to reconcile project expenses and maintain accurate financial records.
- Completes monthly bank reconciliations, depreciation recording, amortization schedules, and AP reviews.
- Manages weekly AP check runs, invoice storage, expense allocation, and income statement reviews.
- Ensures sales and use tax compliance and contributes to annual PBC preparation.
- Reconciles credit liability statements and performs detailed variance reviews and expense analysis.
- Compliance and Risk Management:
- Ensure adherence to company policies, project timelines, and regulatory requirements.
- Monitor insurance, bonding, and other compliance-related documentation.
Qualifications:
- Minimum 5 years of experience in construction project administration with financial acumen or a similar role in the industry.
- Proficiency in project management software and accounting tools (e.g., Procore, QuickBooks, or similar platforms).
- Experience with construction subcontracts, invoicing, AP, AR, financial reconciliation, change order administration.
- Strong organizational skills with attention to detail.
- Excellent communication and interpersonal abilities.
- Knowledge of construction processes, financial documentation, and regulatory compliance.
- Bachelor’s degree in construction management, business administration, or a related field preferred but not required.
Compensation:
- $60,000- $75,000 based on experience
Benefits & Incentives:
- 10 paid vacation days annually
- 6 paid holidays
- 56 hours paid sick days
- 70% employer-paid health, dental and vision plan coverages (employee responsible for co-pays and out-of-pocket expenses)
- Employee Assistance Program (EAP)
- 401(k) plan w/up to 4% employer match*
- $10,000 life insurance policy
- Professional development
- Short- & Long-term disability
- $100 annual credit for Boot Program when eligible
- Company credit card provided
- Company cell phone, iPad and laptop will be provided
- Company apparel
- Company/Team events
- Must be 21 years old and continuously employed full-time with the company for one year to receive this benefit.
Salary : $100
