Director of Operations
February 28, 2025Controller
March 4, 2025Business Unit Accounting Administrator – Projects
Position Summary:
Our client is seeking a detail-oriented Business Unit Accounting Administrator to support financial, administrative, and operational functions within their construction division. This role encompasses responsibilities across accounting, compliance, and project coordination to maintain seamless business operations. The ideal candidate will have expertise in construction accounting, project administration, and cross-functional collaboration. Strong organizational skills, attention to detail, and a proactive problem-solving approach are essential. This position plays a key role in ensuring financial accuracy, regulatory compliance, and overall operational efficiency.
Key Responsibilities:
Accounts Receivable
- Manage enrollment, documentation, and audits related to the Contractor Control Insurance Program (CCIP) for assigned business units.
- Oversee the monthly collection and submission of subcontractor/vendor lien waivers and invoices, resolving discrepancies to ensure timely payments.
- Administer project setup, ensuring adherence to contract requirements, insurance reviews, and issuance of Certificates of Insurance (COIs).
- Prepare, review, and submit monthly pay applications through customer portals or email in alignment with contract specifications.
- Investigate and resolve billing discrepancies to maintain positive client relationships and cash flow.
- Analyze aging reports weekly, collaborating with Project Managers to address delayed payments and facilitate collections.
- Support month-end financial processes and assist with external audits by preparing necessary documentation.
Accounts Payable
- Ensure compliance with subcontractor documentation requirements, including Certificates of Insurance (COIs), W-9 forms, and lien waivers.
- Coordinate vendor payments, prioritizing invoices and working with Project Managers and Accounts Payable teams to resolve issues.
- Process and reconcile monthly credit card expenses, ensuring proper coding, timely entry, and compliance with company policies.
Project Administration
- Maintain project files for proper documentation, compliance, and long-term audit readiness.
- Oversee subcontractor pay applications, ensuring adherence to lien waiver submissions and insurance requirements.
- Collaborate with Sales and Accounting teams to complete contractor prequalification documents, ensuring timely and accurate submissions.
Internal Administrative Coordination
- Assist with recruitment efforts, including interview scheduling and onboarding coordination.
- Arrange travel for business unit staff as required.
- Provide administrative support to leadership, including calendar management and meeting coordination.
Compliance and Reporting
- Ensure subcontractor and supplier documentation, such as W-9s and COIs, are current and compliant.
- Work with technical service administration teams to secure municipal registrations and permits, resolving any compliance discrepancies.
Customer and Vendor Relations
- Maintain positive relationships with customers and vendors, addressing inquiries and resolving concerns promptly.
- Monitor outstanding accounts receivable and payables, following up as needed to sustain positive cash flow.
Coordination with Corporate Accounting
- Collaborate with the VP of Administration and accounting teams to enhance efficiency in financial processes.
- Assist in project and corporate audits, including managing subcontractor default claims.
- Serve as a liaison between the business unit and corporate accounting/HR teams to resolve discrepancies.
- Contribute to month-end and year-end close processes in coordination with corporate accounting teams.
- Conduct monthly audits of business unit assets to ensure accuracy and alignment with performance metrics.
Desired Skills and Experience:
- Minimum of 5 years of accounting experience, preferably 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 knowledge of construction cost codes, job costing, and AIA pay applications.
- Familiarity with labor laws and payroll compliance at local, state, and federal levels.
- Excellent analytical, organizational, and communication skills.
- Proficiency in Adobe and Microsoft Office Suite, especially Excel.
- Professional demeanor with a commitment to confidentiality and ethical standards.
- Strong time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced setting.
- Team-oriented mindset with the ability to collaborate effectively within a structured organization.
- Comfort in a blue-collar environment and an appreciation for construction trades