Office: Contract Admin Manager

Job Description

Job Description

Top Job

Located in Champaign, IL

Salary: $20-22

Contract Administration & Accounts Receivable Manager

Location: Champaign IL

Employment Type: Full-Time

Position Summary

We are seeking a highly organized and detail-oriented Contract Administration & Accounts Receivable Manager to oversee the administrative and financial processes associated with commercial and residential construction projects from contract award through final payment.

This role serves as a key liaison between Project Managers, Estimators, Accounting, Customers, and General Contractors to ensure accurate project setup, billing, collections, job costing, reporting, and contract compliance. The ideal candidate will have strong construction accounting experience, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Contract Administration

• Create and maintain project files, electronic records, job numbers, and project documentation.
• Set up new projects within Sage/MAS 90 and maintain backlog reporting.
• Process change orders and update contract values as needed.
• Obtain Certificates of Insurance, bonds, warranties, closeout documents, and Operations & Maintenance manuals.
• Prepare and manage prequalification packages, bid documentation, lien waivers, and project closeout documents.
• Coordinate project communication and documentation between Project Managers, Estimators, Accounting, Customers, and General Contractors.

Billing & Job Costing

• Prepare and process progress billings, AIA applications, invoices, stored material documentation, and supporting billing requirements.
• Maintain billing schedules and critical project billing deadlines.
• Enter billings, payments, labor hours, and direct costs into job costing systems.
• Monitor project costs and maintain accurate job cost records.
• Assist with monthly Work-in-Progress (WIP) reporting.
• Verify labor hours and maintain labor tracking records.

Accounts Receivable & Collections

• Process customer invoices, cash receipts, deposits, adjustments, and payments.
• Manage customer account setup, credit applications, and account maintenance.
• Monitor aging reports and perform collection activities.
• Prepare monthly statements and accounts receivable reporting.
• Investigate and resolve billing discrepancies and customer inquiries.
• Track retainage balances, outstanding invoices, and contractor receivables.

Reporting & Compliance

• Prepare and submit certified payroll reports and related filings.
• Generate monthly, quarterly, and annual reports related to accounts receivable, collections, job costing, retainage, backlog, and completed projects.
• Ensure compliance with contractual, customer, governmental, and reporting requirements.
• Support internal and external audits by providing documentation and financial records.

Administrative & Operational Support

• Serve as a resource for Project Managers, Estimators, Field Personnel, and office staff regarding project administration and billing.
• Assist with payroll support and labor reporting activities.
• Maintain purchase order databases and project documentation systems.
• Provide backup support for customer service, phones, and other accounting functions as needed.
• Assist with training employees on project administration systems and procedures.

Qualifications

• Associate's degree in Accounting, Business Administration, Construction Management, or a related field preferred.
• 3-5 years of experience in construction accounting, contract administration, project administration, or accounts receivable.
• Experience with Sage/MAS 90 or similar ERP/accounting software preferred.
• Strong knowledge of:
  • AIA Billing
  • Job Costing
  • Certified Payroll
  • Lien Waivers
  • Construction Contract Administration
  • Accounts Receivable and Collections
• Advanced proficiency with Microsoft Office, particularly Excel.
• Strong analytical, organizational, and problem-solving abilities.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.

Core Competencies

• Attention to Detail
• Financial Accuracy
• Contract Compliance
• Analytical Thinking
• Organization & Documentation
• Customer Service
• Time Management
• Team Collaboration

Why Apply?

• Stable and growing organization with a strong reputation in the construction industry.
• Opportunity to play a critical role in project success and financial operations.
• Collaborative team environment with opportunities for professional growth and development.
• Competitive compensation and benefits package.

3 Ways to Apply

1. Apply directly through this posting
2. Call Alex Li directly: View phone number on ziprecruiter.com
3. Email your resume to: View email address on ziprecruiter.com

#CHAMILOS

Express Office: Champaign

1001 North Mattis Avenue

Champaign, IL 61821