Job Description

Seeking a skilled and motivated Program Accountant Administrator with construction experience. In this role, you will report to the Program Manager and be responsible for complex office support, accounting administration, and things necessary to delight our clients and maintain flow on our projects. We deliver innovative modular buildings for major healthcare, retail, and financial services clients, designed to accelerate project timelines, ensure superior quality, and reduce costs.

Description

The Program Accountant Administrator is responsible for a variety of administrative and clerical duties to support daily office operations for multiple projects. This individual is a service-oriented team member who can take initiative, work independently, and adapt quickly in a fast-paced work environment.

Job Responsibilities

• Keep Project Directory, Master File Index, and Subcontractor Index updated and current for each project
• Maintain filing system
• Assist in project closeout responsibilities – including lien releases, O&M manuals, warranties, archiving of files, etc.
• Assist Program Team with accounting and maintenance of cost reports
• Set up vendor accounts for the Program Team as needed
• Assemble Monthly Pay Applications to Owner (and notarize)
• Process monthly pay applications from subcontractors including lien releases and COI’s
• Support with approval of supplier invoices
• Assist with maintaining project management databases
• Provide support for client visits
• Assist in compiling and assembling progress reports to the owner
• Assist with booking travel and credit card expense approvals
• Assist with project start up activities
• Assist with program and project document control
• Maintain all electronic files in defined filing structure
• Assist in submittal management process
• Manage tracking log of licenses per project
• Verify and track Certificates of Insurance
• Assist with month-end closing activities
• Conduct analysis to identify and resolve cost/invoice discrepancies or issues
• Maintain files and documentation thoroughly and accurately, following company policies and procedures
• Coordinate and communicate with Vendors/ Customers as needed
• Assist Program Manager to ensure client contractual requirements are met
• Prepare written correspondence for project staff (e.g., memos, emails, presentations, and other project-specific documents)
• Prepare written correspondence for project staff (e.g., memos, emails, presentations, and other project-specific documents)
• Contribute new ideas for continuous improvement
• Provide support for various ad hoc issues
• Update and maintain program “wiki” dashboard

Job Skills & Qualifications

• Associate degree or greater preferred
• Previous construction experience preferred
• Accounting support experience preferred
• 5+ years of administrative experience preferred
• Comprehensive proficiency in current version of Microsoft Word, Excel, and Outlook
• Comprehensive proficiency of Smartsheet
• Excellent oral and written communication skills; customer service oriented
• Collaborative, innovative, and quick learner
• Great attention to detail, organized, and ability to multi-task
• Certification of Notary or Notary Certificate (acquired within 60 days of hire)
• Some knowledge of construction accounting practices, including job costing, progress billing, and lien releases
• A positive and proactive mindset
• Proven self starter