Summary: The Project Administrator is a full time, in office position that reports to the Financial Controller and will assist project managers with the setup and maintenance of projects. This includes generating reports, processing client purchase orders, accounts receivable collections, client invoicing, as well as completing and notarizing pay applications and lien waivers. The position will act as backup during vacation or sick time of front office staff, this may include answering phones, sorting mail, and greeting visitors.
Duties and Responsibilities:
Support project managers by setting up new projects and their budgets in Deltek software, as well as maintain neat and orderly project files.
Scanning drawings, delivering files and drawings to client offices, and other office errands.
Support controller with month end billing responsibilities.
Accounts receivable management. Post payments from clients, follow up on past due accounts, document client responses, and work with controller to settle accounts.
Provide Notary services when required.
Maintain a high level of confidentiality.
Provide certificates of insurance to clients by working with insurance carrier.
Work with insurance carrier on yearly insurance renewal.
Maintain current data on customer required systems, such as payment systems, company licenses and insurance information.
Work with controller and safety officer regarding OSHA logs and client safety requirements.
Performs other duties as assigned to include cross training with other positions.
Required Skills:
Strong communication skills, both verbal and written. Excellent customer service skills. Proficient in Microsoft Excel. Strong computer and math skills related to reconciliations and problem solving. Must be highly organized and accurate with attention to detail. Strong understanding of clerical procedures, with the ability to work independently.
Physical Requirements:
Prolonged periods of sitting at a desk and working on a computer with periods of standing. Must be able to lift up to 15 pounds at a time.
Education and Experience:
Associates degree in business, accounting or related field preferred, but not required. Must be a NC Notary or willing to become a Notary. At least 2 years of similar experience is required.