Project Administrator

Project Administrator

OHLA USA brings together the construction industry's most diverse talent who thrive in a collaborative work environment and appreciate challenges and opportunities. OHLA USA, Inc. is seeking Project Administrators for various projects throughout southern California. These are full-time onsite jobs in a field office setting. The Project Administrator is assigned to an active construction project and serves as the primary administrative and financial support for the project team. Working closely with the Project Manager, Project Engineer, Superintendent, Accounting, and Operations, this position is responsible for project financial administration, payroll, accounts payable, owner billings, subcontract administration, and project documentation from project startup through closeout.

Responsibilities

Project Administration

• Provide administrative support throughout the project lifecycle.
• Maintain project records, correspondence, reports, and documentation.
• Coordinate project activities between field operations and corporate departments.
• Support the Project Manager and Project Engineer with financial and administrative functions.

Accounts Payable

• Process high-volume subcontractor and vendor invoices using three-way matching.
• Coordinate invoice approvals, purchase orders, and change orders.
• Work with Corporate Accounts Payable to ensure timely and accurate payments.
• Resolve invoice discrepancies with project teams and vendors.

Owner Billings & Accounts Receivable

• Prepare owner progress billings and maintain Schedule of Values (SOVs).
• Reconcile owner billings and payments.
• Post owner payments and maintain supporting documentation.
• Monitor outstanding receivables.

Subcontract Administration

• Prepare subcontractor accruals and payment packages.
• Review subcontractor payment documentation, including insurance, lien waivers, union documentation, and contract correspondence.
• Verify with the Certified Payroll team that required payroll documentation has been received prior to payment.
• Track lien release documentation.
• Coordinate with subcontractors regarding payment status and required documentation.

Payroll Administration

• Process high-volume construction payroll.
• Verify timecards, labor hours, cost codes, and project allocations.
• Ensure payroll is processed accurately and on schedule.

Month-End Close

• Finalize subcontractor and owner billings.
• Support audits and month-end reporting.
• Assist Project Management with project financial reporting.

Qualifications

• High School Diploma required
• Associate's or Bachelor's degree in Business Administration, Construction Management, Accounting, or a related field preferred
• Five (5)+ years of project administration experience supporting heavy civil, infrastructure, commercial, or public works construction projects.
• Extensive experience with high-volume construction payroll and Accounts Payable.
• Experience preparing owner billings, subcontractor payment packages, SOVs, job cost reporting, and month-end financial processes.
• Strong knowledge of California lien release procedures, stop notices, and subcontractor payment administration.
• Experience using construction ERP/accounting systems such as Vista, Sage, CMiC, JD Edwards, or similar.

Compensation: The base hourly rate being offered for this position is USD $25.00 per hour to USD $33.00 per hour. Please note that the salary range listed is specific to the role listed in California. Hourly rates may vary for different individuals in the same role based on various factors including, but not limited to, experience, education, and performance.

OHLA ADA Message: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

OHLA EEO Message: OHLA USA and its affiliates are an equal opportunity employer, and all qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, gender identity, veteran status, disability, or any other protected class.