Project Administrator

1 month ago

Phoenix, United States W.E. O'Neil Construction Full time
Job DescriptionJob Description

- Do you want to work for a ranked commercial builder?

- Are you interested in a company that listens and values your input

- Would a 100% Employee Owned Company interest you?


-If so, keep reading



Technical Skills

  • Electronic file maintenance (Box)
  • Accomplish the following job specific accounting tasks:
    1. Accounts payables – Subcontractor invoices
    2. Payment Applications – Create, compile, and troubleshoot
  • Understanding of basic accounting terminology and the applications within the construction industry (i.e. general ledger accounts, journal entries, etc.)
  • Understands the importance of monthly and yearend financial closing
  • Understands internal controls in making payments, including:
    1. Signed authorizations (subcontract agreements, SCOs, material contracts, etc.)
    2. Authorization for payment (invoice, receipt of owner payment, sworn statements, sub bonds, subcontract, and insurance in place)
    3. Release of payment (conditional and unconditional releases, sub-tier and material releases, certified payroll, union status letters, approval from Project Manager / team, etc.)
  • Ability to critically analyze errors in coded invoices and other accounting transactions
  • Understanding of cost reporting and tracking
  • Understanding of phase codes and budgets within CMiC – Potential Change Items
  • Thoroughly understands Prevailing Wage requirements, including Project Labor Agreements (PLA)
  • Risk assessment skills:
    1. Basic understanding of insurance in the construction industry and its impact to our business
    2. Last line of defense in ensuring that subcontractors meet all insurance requirements and furnish fully executed subcontract agreements
  • Understanding of contract agreements:
    1. How to create Master Subcontract Agreements in CMiC
    2. How to enter scope into CMiC for job specific subcontract agreements
    3. Run the necessary background reports and flag any issues for your Project Manager (CSLB, Compline, OSHA, previous history, etc.)
    4. Review routing and approval packages for accuracy

Management Skills

  • Thoroughly understands and can complete pay applications for both lump sum and GMP projects
  • Manages and tracks preliminary notices and monthly lien releases
  • Issue joint checks for all sub-tier and material suppliers
  • Ensures pay applications and subcontractor invoices are approved and submitted to OII prior to month-end and yearend financial closing
  • Ensures subcontractor and sub-tier compliance on all prevailing wage projects
  • Timely payment for compliant subcontractors to ensure we have lien and stop notice free projects

Personal Attributes

  • Keen attention to detail, with an ability to spot errors
  • Strong analytical and organizational skills
  • Stress management/composure
  • Work Efficiently – Allocates one’s own time efficiently; handles multiple demands and competing priorities;
  • Develop Systems and Processes – Identifies and implements effective processes and procedures for accomplishing responsibilities
  • Takes initiative, strives for increased responsibility, and has a desire to learn
  • Shows emotional maturity, punctuality, and dependability
  • Motivate and contribute to the team and morale of the office

Interpersonal Skills

  • Ability to work with varying seniority levels, including staff, managers, and external partners
  • Effective written and verbal communication skills
  • Problem solving and decision-making – works with others to identify, define and solve problems and take a proactive approach
  • Foster Teamwork – Participates and fosters collaboration among team members and among teams
  • Motivate Others – Encourages and empowers others to achieve; builds relationships; creates enthusiasm, a feeling of investment, and a desire to excel
  • Drive for Results – Drives for results and success; conveys a sense of urgency and drives issues to closure; persists despite obstacles and opposition
  • Show Work Commitment - Sets high standards of performance; pursues aggressive goals and works hard to achieve them
  • Establish and maintain positive and effective working relationships with all subcontractors, vendors and WEO Team Members
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Forward looking thinker, who actively seeks opportunities and process solutions
  • Show alignment with and promotes WEO Corporate Values

Qualifications: College degree preferred or equivalent experience in a related field.

Broad understanding of construction administration processes, including contracts, and construction documents.

Understands and effectively uses company software programs and systems:

  1. Proficiency in computer skills (MS Word, Excel Outlook, CMiC, Box, Bluebeam, Textura) and ability to learn other software management systems
  1. Proficiency in Outlook and has the ability to manage calendars, address books, tasks and email
  1. Ability to navigate and manage files and folders in Box


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