Accounting & Administrative Specialist

Description

Position Overview

The Project Accounting & Administrative Specialist supports the Finance and Operations teams by managing accounts payable, project commitments, subcontractor and vendor documentation, and other project-related administrative processes. 

This position serves as an important connection between accounting, project management, field operations, subcontractors, and vendors. The ideal candidate is organized, detail-oriented, responsive, and comfortable managing a high volume of transactions and documentation across multiple construction projects. 

The role requires strong follow-through, sound judgment, and the ability to identify missing or inconsistent information before it affects project costs, payments, or reporting. 

Key Responsibilities

• Accounts Payable and Transaction Processing 
• Review, code, and process vendor and subcontractor invoices accurately and timely. 
• Confirm invoices are supported by the appropriate purchase order, subcontract, commitment, approval, or other required documentation. 
• Route invoices through the established approval process and follow up on outstanding approvals. 
• Review invoice coding for accuracy, including company, project, cost code, commitment, and general ledger account. 
• Research and resolve invoice discrepancies, duplicate invoices, pricing issues, and unmatched purchase orders or commitments. 
• Assist with weekly payment preparation and respond to vendor payment-status inquiries. 
• Maintain organized and complete electronic accounts payable records. 
• Assist with vendor statement reconciliations and resolution of outstanding balances. 

Commitments and Project Cost Administration 

• Create and maintain purchase orders, subcontracts, change orders, and other project commitments within the accounting system. 
• Verify commitment amounts, cost codes, contract terms, and supporting documentation before entry. 
• Track commitment status and assist project teams with identifying missing, incomplete, or outdated information. 
• Support the reconciliation of project commitments, invoices, and remaining contract balances. 
• Assist with subcontractor billing, retainage, lien waiver, and payment-documentation requirements. 
• Help maintain accurate project cost information and promptly communicate discrepancies to Finance and project leadership. 
• Support project setup, cost-code maintenance, and project closeout activities. 

Vendor and Subcontractor Compliance

• Assist with vendor and subcontractor onboarding, including collection and review of W-9s, insurance certificates, agreements, and other required documentation. 
• Maintain current vendor and subcontractor records. 
• Track expiring or missing insurance certificates and other compliance documents. 
• Assist with lien waiver collection and documentation before payments are released. 
• Coordinate with project teams and external partners to resolve compliance or documentation issues. 

Project Administrative Support

• Provide administrative support to project managers, superintendents, and accounting personnel. 
• Assist with maintaining project files, contracts, change orders, purchase documentation, meeting records, and correspondence. 
• Support project billing and pay-application preparation by organizing required documentation. 
• Assist with subcontractor communication, document tracking, project closeout, and warranty documentation. 
• Help maintain logs for commitments, change orders, compliance documents, invoices, and closeout items. 
• Prepare reports and schedules as requested by Finance or Operations. 
• Participate in process improvements related to procurement, accounts payable, project administration, and document control. 

General Responsibilities

• Maintain confidentiality of financial, employee, vendor, and project information. 
• Communicate professionally with employees, subcontractors, vendors, customers, and other business partners. 
• Manage multiple deadlines and competing priorities in a fast-paced construction environment. 
• Identify process gaps, recurring errors, and opportunities to improve efficiency or internal controls. 
• Perform other accounting and administrative duties as assigned. 

Requirements

Required Qualifications

• Three or more years of experience in accounts payable, project administration, construction accounting, or a similar transactional role. 
• Strong organizational skills and attention to detail. 
• Experience processing invoices and working with purchase orders, subcontracts, or other commitment-based transactions. 
• Ability to review supporting documentation and identify missing, inaccurate, or inconsistent information. 
• Strong written and verbal communication skills. 
• Ability to manage a high volume of transactions while meeting deadlines. 
• Proficiency with Microsoft Excel, Outlook, Word, and electronic document-management systems. 
• Ability to work collaboratively across Finance, Operations, and project teams. 
• Professional judgment and discretion when handling confidential information. 

Preferred Qualifications

• Experience working for a general contractor, subcontractor, construction manager, or construction-related organization. 
• Familiarity with construction cost codes, project commitments, subcontractor invoices, retainage, lien waivers, and certificates of insurance. 
• Experience with Sage Intacct or another construction accounting or ERP system. 
• Experience supporting project managers or construction operations teams. 
• Associate or bachelor’s degree in accounting, business administration, construction management, or a related field.