Low Voltage Electrical Project Administrator

Job Description

Job Description

Job Description: Project Administrator/Accountant

Company: ICS Integrated Communication Systems| Location: San Jose, CA | Department: Project Management / Accounting

Reports to: Vice President (day-to-day work direction from supported Project Managers; accounting procedures coordinated with the Controller)

Employment type: Full-time, on-site | FLSA status: Non-exempt (hourly)

Pay range: $85,000 – $110,000 per year (approx. $41 – $53 per hour), depending on experience, plus benefits

Position Summary

The Project Administrator/Accountant supports a group of three to four Project Managers across all of their projects at a specialty subcontracting firm. The role combines project administration (contract compliance, documentation, notices, and closeout) with the front end of the project money cycle: job setup, billing, retainage tracking, and receivables follow-up. Accuracy, deadline discipline, and consistency across Project Managers are essential. Payroll, accounts payable, job cost and WIP reporting, and bonding and credit reporting are handled by the Accounting Team and are outside this role.

Essential Duties and Responsibilities

Project Administration

• Review general contractor subcontracts for insurance, bonding, and flow-down requirements, and route exceptions to the Project Manager or Vice President.
• Prepare submittals.
• Order and track preliminary notices, notice-to-owner deadlines, and lien waivers, ensuring time-critical filings are made on schedule.
• Collect and monitor certificates of insurance and licenses.
• Support Project Managers’ tracking of T&M tickets, daily reports, and extra work documentation from the field so that billable work is documented promptly.
• Assemble closeout packages, including O&M manuals & warranties.

Project Accounting

• Set up jobs, cost codes, and budgets in the ERP system from the approved estimate.
• In consultation with the Project Manager, prepare monthly pay applications on the schedule of values, including stored materials and approved change orders when applicable.  Billings are to be submitted according to the customer’s required billing platform or delivery method.
• Track billings against the contract and change orders, and retainage held and released.
• Follow up on receivables in conjunction with the Project Manager, and flag any issues for discussion at the Monthly Project Review meetings.

Monthly Project Review

• Participate in the monthly check-in meetings with the Project Managers, Vice President, and Controller, where all projects are reviewed together.
• Come prepared with billing status, retainage, outstanding receivables, pending change orders, and compliance items for each supported project.
• Follow up on action items related to problem customers or projects.

Qualifications

Required

• Minimum three years of experience in construction project administration, construction accounting, or a related role; subcontractor experience strongly preferred.
• Working knowledge of progressive billing, schedule of values, retainage, change orders, and lien waivers.
• Familiarity with California preliminary notice and mechanics lien requirements, or the ability to learn them quickly.
• Proficiency with an ERP or job cost accounting system (for example Sage, Viewpoint/Vista, Foundation, or similar) as well as Microsoft Excel and Adobe Acrobat.
• Strong organizational skills, attention to detail, and the ability to manage competing deadlines for multiple Project Managers.
• Clear written and verbal communication skills for working with general contractors, suppliers, and field staff.

Preferred

• Associate's or bachelor's degree in accounting, construction management, business administration, or a related field, or equivalent experience.
• Experience with Textura, GCPay, or other general contractor payment and document platforms.
• Experience with public works or prevailing wage projects.

Core Competencies

• Accuracy and follow-through
• Time management and prioritization
• Professional communication with customers and internal teams
• Consistent processes across multiple Project Managers
• Discretion with financial and contract information

Working Conditions

• Primarily office-based in San Jose, CA.
• Extended periods at a computer; month-end billing periods may require additional hours.
• Ability to lift up to 20 pounds occasionally (files, plan sets).

Compensation and Benefits

Pay range: $85,000 – $110,000 per year (approx. $41 – $53 per hour), based on experience and qualifications. 100% health insurance coverage (Medical [HMO], Dental, Vision) for Employees and their dependents .  Medical coverage buy-up to PPO available.  Life Insurance for Employee.  401K plan.  25 days PTO per year (10 days vacation, 10 paid holidays, 5 sick days).  Vacation balances roll over with limits.

Equal Opportunity Statement

ICS Integrated Communication Systems is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic. Qualified applicants with arrest or conviction records will be considered in accordance with the California Fair Chance Act.

ICS Integrated Communication Systems is a South San Jose based Integrator/Communication Systems contractor. We primarily service the San Francisco/San Jose Bay Area. Our field technicians are signatory to the IBEW labor union Sound/Comm agreement.

ICS is an industry leader in the AV Systems and Fire Alarm sector and is responsible for servicing many of the the top technology companies and high profile projects in the Bay Area.

ICS has an outstanding safety record. Employee satisfaction and retention is the best in our industry sector.

Company Description

ICS Integrated Communication Systems is a South San Jose based Integrator/Communication Systems contractor. We primarily service the San Francisco/San Jose Bay Area. Our field technicians are signatory to the IBEW labor union Sound/Comm agreement.\r\rICS is an industry leader in the AV Systems and Fire Alarm sector and is responsible for servicing many of the the top technology companies and high profile projects in the Bay Area.\r\rICS has an outstanding safety record. Employee satisfaction and retention is the best in our industry sector.