Project Administrator

Singer Kittredge is seeking a detail-oriented Project Administrator/Accountant to support the financial administration and cost control of construction projects. This role reports directly to the Project Administration Manager and partners closely with Project Managers, Accounts Receivable, Accounts Payable, and operations to maintain accurate project financials from contract setup through closeout. Responsibilities include job cost reporting, budget and commitment tracking, change order accounting, monthly billing support, retainage, lien waivers, insurance and bonding documentation, prevailing wage reporting, and contract compliance. The successful candidate will combine strong accounting fundamentals with excellent organization, analytical skills, and the ability to manage multiple active projects in a fast-paced construction environment.

ESSENTIAL JOB FUNCTIONS

Project Setup & Contract Administration

· Set up new projects and maintain accurate job control, kickoff, contract, and customer information in company systems.

· Review executed contracts and AIA documents for billing terms, retainage, insurance, bonding, prevailing wage, lien waiver, and other financial/compliance requirements.

· Coordinate customer account setup with Accounts Receivable and ensure project billing data is complete and accurate.

· Obtain and maintain required certificates of insurance, bonds, and enrollment documentation in applicable portals, including wrap-up, CCIP/OCIP, Textura, and similar systems.

· Communicate contractual and financial requirements to Project Managers and other project stakeholders.

Job Cost Accounting & Financial Controls

· Maintain project budgets, cost codes, commitments, purchase orders, subcontract values, and approved change orders to support accurate job cost reporting.

· Monitor actual and committed costs against budget; identify cost variances, coding issues, duplicate charges, unapproved commitments, and emerging project risks.

· Prepare and/or support monthly project cost reports, budget-to-actual analysis, cost-to-complete reviews, and project margin reporting.

· Partner with Project Managers to review project financial status, forecast remaining costs, and maintain accurate estimated final cost and margin expectations.

· Research project cost discrepancies and coordinate corrections with Accounts Payable, Accounts Receivable, purchasing, and project teams.

· Support month-end close activities related to construction projects, including accruals, cost transfers, reconciliations, and work-in-progress (WIP) schedules as assigned.

Billing, Receivables & Cash Flow Support

· Support monthly AIA and contract billing, including schedule-of-values documentation, stored-material billing, backup documentation, and customer-specific billing requirements.

· Maintain billing calendars, billing contacts, contract values, change orders, retainage, and billing status for active projects.

· Coordinate with Project Managers to identify billable work, stored materials, approved change orders, and opportunities to release retainage.

· Organize and maintain documentation supporting stored-goods billing, including equipment photos and related backup.

· Assist with collection and tracking of lien waivers from vendors and subcontractors and provide required customer lien waivers.

· Help resolve billing discrepancies, short pays, documentation issues, and other items affecting timely payment.

Compliance, Payroll Reporting & Project Closeout

· Manage prevailing wage rate reporting and workforce reporting for applicable contracts; coordinate accurate time-on-site information and required payroll documentation.

· Maintain compliance documentation throughout the project lifecycle, including insurance, bonds, tax documents, CCIP/OCIP records, lien waivers, and customer portal requirements.

· Coordinate financial and contractual closeout requirements with Project Managers and management.

· Confirm final billing, retainage status, open commitments, outstanding change orders, and required closeout documentation before project closure.

· Assemble and submit required closeout documentation, including tax and compliance documents, manuals, warranty letters, service listings, and other contract-required packages.

*The duties and responsibilities described are not necessarily an exhaustive list. Additional duties may be assigned as business needs require.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS

Education: Bachelor’s degree in Accounting, Finance, Business Administration, Construction Management, or a related field preferred; equivalent relevant experience will be considered.

Experience: 3+ years of project accounting, cost accounting, construction accounting, contract administration, or related financial experience preferred. Experience with construction, specialty contracting, or foodservice equipment projects is a plus.

Accounting Knowledge: Working knowledge of job costing, project budgets, commitments, change orders, retainage, AIA billing, WIP concepts, accruals, and project margin analysis preferred.

Technology: Strong Microsoft Excel skills required; proficiency with Word and Outlook required. Experience with ERP/job cost systems, construction billing portals, and document management systems preferred.

Competencies: Strong analytical and reconciliation skills; exceptional attention to detail; ability to organize and prioritize a high volume of projects and deadlines; clear written and verbal communication; ability to work collaboratively with project managers and accounting teams.

Other Requirements: Comfortable working in a fast-paced environment with frequent interruptions and changing project priorities. Must handle confidential financial and contractual information with discretion.

PHYSICAL DEMANDS

Primarily office-based work. Regular use of a computer, telephone, and standard office equipment.

WORKING CONDITIONS

Office environment during normal business hours, with periodic deadline-driven activity associated with monthly billing, month-end close, and project milestones.

TRAVEL

Limited local travel or attendance at project/site meetings may be required on an as-needed basis.