Project Coordinator

5 days ago

Haverhill, Massachusetts, United States The Encompass Group Full time

The Encompass Group is seeking a highly organized and detail-oriented Project Administrator to join their team in North Charleston. As a key member of the Accounting Department and Project Management team, this role is responsible for various administrative duties surrounding each project from inception to close out.


Responsibilities
  • Organize and maintain accurate job files, ensuring all necessary documents are up-to-date and easily accessible.
  • Prepare and submit submittal and closeout documents to clients upon project completion, ensuring timely and accurate delivery.
  • Provide administrative support to the project management team, including data entry, record-keeping, and communication with clients and stakeholders.
  • Review and approve weekly time sheets, ensuring accuracy and compliance with company policies.
  • Request project-specific insurance certificates, ensuring all necessary documentation is in place.
  • Convert bids to active contracts in project management software, ensuring seamless project execution.
  • Process monthly payment applications, including standard AIA billing and online billing processes.
  • Follow up on all receivables and send the controller an updated "Open Invoice Report" biweekly, ensuring timely payment and accurate financial records.
  • Record monthly billing totals and reconcile with GL revenue accounts, ensuring accurate financial reporting.
  • Update the billing checklist throughout the month to ensure accurate and timely billing.
  • Enter job costing data in project management software as needed, ensuring accurate project tracking and reporting.
  • Process lien waivers once accuracy is confirmed, ensuring timely and accurate payment.
  • Process supplier warranty requests, ensuring timely and accurate resolution.
  • Create purchase orders, ensuring timely and accurate procurement.


Qualifications
  • Must be a highly organized and detail-oriented individual with excellent communication and people skills, able to work in a fast-paced environment.
  • Possess a high level of attention to detail with the ability to multitask and re-prioritize workload as needed.
  • Proficient with MS Office suite and the operation of standard office equipment.
  • Two years of experience in a construction environment.
  • Knowledge of AIA billing documents and processes.
  • Job Cost Accounting experience preferred.


The Encompass Group is an equal opportunity employer and welcomes applications from diverse candidates. If you are a motivated and detail-oriented individual with a passion for construction administration, please apply today

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