Accounting: Construction Contract Administrator

Job Description

Job Description:\n\nPosition Summary: The Contract Administrator is responsible for supporting the Senior Accountant and ensuring the effective administration, tracking, and management of contracts, vendors, and certificates of insurance. This role requires strong attention to detail, organization, and collaboration to support project and organizational objectives.\n\nWhile this position is focused on contract administration, team members within the accounting department have the opportunity to expand their knowledge through cross-training in various departmental functions. The Accounting team works closely with Project Management and other internal departments to ensure projects are delivered on time and within budget. A strong partnership with Project Management is essential and includes reviewing, managing, tracking, and maintaining project-related financial information, including accounts receivable, accounts payable, bank accounts, project startups, project closeouts, and credit card accounts. The ideal candidate will be proactive, highly organized, adaptable, and committed to supporting operational and financial excellence across the organization.\n\nCONTRACT ADMINISTRATION ESSENTIAL DUTIES & RESPONSIBILITIES (not limited to):\n\nContracts\n\nAdminister and distribute contractual agreements to internal and external trade partners.\nMaintain subcontractor compliance and follow up with subcontractors who do not meet compliance standards.\nRequest and prepare certificates of insurance as needed for projects and construction operations.\nSet up and maintain accurate vendor information in accounting system.\nDistribute invoices to appropriate teams within the company.\nAssist with month-and year-end closings as needed.\n\nACCOUNTING DEPARTMENT ESSENTIAL DUTIES & RESPONSIBILITIES (not limited to):\n\nAccounts Payable\n\nReceive and review all subcontractor and vendor invoices daily & distribute through proper channels for approval.\nRecord received preliminary notice information from subcontractors and suppliers on projects. Ensure preliminary notices are closed out appropriate on projects & issue joint as necessary.\nEnsure subcontractor invoices are accompanied by proper lien release information specific to each job. Collect sub-tier waivers based on prelien log.\nCode invoices by job number and CSI code and review with Project Managers for accuracy prior to entering.\nReview subcontract invoices and change orders for accuracy and submit to Project Managers for final approval.\nUpon receipt of project payments, submit AP report by job to Project Managers, COO, and CEO for approval of payment.\nMake payment on vendor invoices and credit cards before due dates to avoid delay or late payment fees.\nWhen possible, take advantage of discounts for early payment with approval from CEO.\nProcess all ACH and checks, matching payment stubs to invoices for future reference and tracking.\nSign off on credit cards and expense reports; review for accuracy and job costing.\nReview W9 and 1099 information at year end.\nReview expense reports received from employees including reimbursements and credit cards. Ensure each expense maintains a corresponding receipt and approval.\nEnter credit card transactions in accordance with company card policies.\n\nAccounts Receivable\n\nReview weekly AR aging reports and discuss with Project Managers the timing of payments and delinquencies.\nReceive all payments from clients and ensure accurate and timely cash applications.\nNotify Project Managers of payment receipt and distribute appropriate lien waivers.\nProduce AP reports for Project Managers, COO, and CEO for disbursement of checks for funds received.\nAssist with billing where necessary. Generate off-contract invoices to clients with feedback from Project Management team.\nAnalyze collection trends and escalate to appropriate parties where necessary.\n\nCash Management\n\nClearing of bank registers in Sage 300 based on review of daily bank transactions.\nBank reconciliation of primary bank account at the close of each month.\n\nCost Accountant\n\nProject Startup & Collaboration\nAssist with Project Closeout\nProject Cost Tracking & Reporting\nBudgeting & Forecasting\nContract and Change Order Management\nAccounts Payable\nOversight of 3 Profit Centers (service team, tool rentals, construction)\n\nPayroll\n\nEnter payroll information and produce bi-weekly payroll, checking for accuracy of all required deductions (auto allowance, section 125 cafeteria, Empower, etc.).\nRun payroll audits and review as necessary.\nProduce final paycheck for terminating employees.\nMaintain an understanding of and accurately enter all Empower information in Sage.\nRequest money transfer from Director of Finance & Accounting to cover payroll balance.\nTimely filing and deposits to all government agencies and retirement accounts (PCP and CBP).\nFile all workers’ compensation, payroll tax reports, and 941 quarterly reports as necessary and on time to avoid late or inaccurate payments.\nWork with Republic Indemnity on Worker’s Comp audits and payroll totals.\nFollow all state and federal wage/hour laws as they relate to payroll compliance and storage of payroll information.\nMonitor and review prevailing wage and dues if necessary or as needed.\nEnter and maintain all employee payroll information into Sage and Empower in an accurate and timely manner.\nManage and oversee changes to employee 401k withholdings.\nProcess and verify requests for changes to employee Empower accounts.\nProcess, distribute, and file W2s to employees through Aatrix.\nReceive and process invoices from retirement consultants and ensure consistent follow-up for accuracy.\nSet up new hire employees in Sage during onboarding process.\nNotify EDD regarding New Hires and termed employees.\n\nReports\n\nFollow internal controls to reconcile all bank accounts to meet monthly close deadline for internal reporting and clear all transactions.\nAttend bi-weekly Project Management and staff meetings to report on AR/AP as necessary.\n\nOrganization\n\nMaintain an organized, neatly kept filing system for all AR and AP hard and soft copies.\nReview, maintain, and audit all files necessary for monthly and annual reporting and backup.\nWork with Accounting team for seamless process between all parties.\nAttend all company-required and Accounting Department meetings; prepare necessary meeting documents for review as requested.\n\nACCOUNTING DEPARTMENT EDUCATION/EXPERIENCE/QUALIFICATIONS:\n\nCollege degree required – AA minimum; degree in accounting preferred. Construction industry accounting preferred.\nUnderstanding of Construction Lien Laws is a plus.\nProficient in MS Office - Word, Excel, Outlook. Experience with Sage 300 preferred.\nExcellent communication skills (verbal and written). Customer service oriented.\nOrganized with a strong attention to detail and accuracy; excellent follow-through skills.\nAbility to build and foster positive team relationships.\nMaintains a professional environment, demonstrates ethical behavior, and uses good judgement.\nBe adaptable, flexible, and resilient while managing multiple tasks concurrently in a fast-paced environment.\nValid driver’s license and reliable transportation.\n\nBENEFITS:\n\nCell Phone Allowance: $50 per month reimbursement for the use of an employee-owned mobile phone.\nDiscretionary Bonus Plan: Eligible participation in the Company’s discretionary bonus program.\nEducation Reimbursement: CVG encourages continued industry related education and professional development. With prior approval, employees are eligible for 100% reimbursement of approved external training expenses.\nEmployee Assistance Program (EAP): Confidential support resources available to employees and their families.\nHealth Benefits: 100% company-paid medical, dental, vision, and life insurance for employees. Dependents may be enrolled for a fee.\nHoliday Pay: Ten (10) paid, company-recognized holidays each year.\nPaid Sick Leave: Employees receive 40 hours (5 days) of paid sick leave annually, beginning on their date of hire.\nPaid Time Off (PTO): Full-time exempt employees begin accruing PTO on the first day of employment. PTO usage is available after the completion of 90 days of employment. Accrual is based on length of service and earned per 80-hour pay period.\nRetirement Program: Company sponsored Profit-Sharing Plan to support long-term financial security for full-time employees.\n\nOFFICE PERKS:\n\nFitness & Recreation: Fully equipped fitness facility with shower, free weights, punching bag, TV, and more; Pickleball Court.\nTeam Culture & Events: Frequent happy hours, team-building activities, community service, and company events.\nWorkplace Conveniences: Daily coffee, breakfast, snacks, and beverage options; bi-weekly sponsored lunches; EV Charging Stations.\n\nThis contract administrator position has an annual salary range of $70,000-$85,000. The actual salary will be determined based on a variety of factors, including your skills, qualifications, and experience. Salary ranges are subject to change and may be adjusted in the future.\n\nWe are unable to provide Visa Sponsorship for this position now or in the future.\n\nCody Vermette Group, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex/gender, sexual orientation, gender identity/expression, marital status, disability, national origin, or any other bases under the law. The Company will consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local "Fair Chance" laws.