Client Account Administrator

Socket.dev; Phoenix (AZ); On-site; USD 48,000 - 62,000; Full time

Job summary

United Integrated Services (USA) Corp. in Phoenix, AZ seeks a Client Account Administrator to coordinate client communications, support project proposals, and assist with billing and documentation.

The role spans PM, engineering, construction operations, estimating, procurement, and accounting to ensure timely deliverables. The ideal candidate has strong organizational skills, solid written and verbal communication, and experience managing detailed records with cross-functional teams.

Qualifications

• 3 years of progressively responsible experience in project coordination or related admin function.
• Proficiency with Word, Excel, Outlook and presentation software; quick to learn portals.
• Strong written and verbal communication for client-facing documents.

Responsibilities

• Coordinate routine client communications, meetings, and follow-up items.
• Prepare project reports, schedules, and action logs for stakeholders.
• Maintain accurate records for submittals, RFIs, and project status.
• Ensure alignment of clients, field teams, and leadership on deadlines.
• Manage proposals, pricing packages, and handoff to project execution and billing.
• Prepare client invoices and supporting documentation with timeliness.

Skills

Project coordination

Written and verbal communication

Attention to detail

Education

High school diploma

Associate or bachelor degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

United Integrated Services (USA) Corp. was founded in Phoenix, Arizona in 2020. UIS is a U.S. subsidiary of United Integrated Services Co., Ltd. (UIS Taiwan) which was founded in Taiwan in 1982. UIS is a multidisciplinary engineering and construction company. We provide fully integrated design-build services to our clients in the high-technology industry for their manufacturing facility needs. Our scope of services includes engineering design, high-tech factory planning, and on-time equipment and material delivery in which clean-room systems, HVAC, electrical systems, and tool hook-up, are all vital parts in need of total coordination.
Summary: The Client Account Administrator provides centralized coordination for client communications, project support, proposal development, billing, and account follow-up. The position works across Project Management, Engineering, Construction Operations, Estimating, Procurement, and Accounting to keep information current, documentation complete, and deliverables on schedule. The role supports a professional client experience from pre-award activities through project closeout and final billing.
Essential Duties and Responsibilities
Coordinate routine client communications, requests, meetings, and follow-up activities; document decisions, commitments, and action items.
Prepare and maintain project reports, presentations, schedules, milestone trackers, meeting materials, and action logs.
Maintain accurate submittal, RFI, project-status, closeout, and turnover records in accordance with established procedures.
Keep clients, field teams, Engineering, and project leadership aligned on current project information, deadlines, and required actions.
Manage RFP, RFQ, quotation, pricing package, and proposal schedules from initial request through submission.
Coordinate required inputs from Estimating, Project Management, Engineering, Procurement, Accounting, and other contributors.
Assemble complete, accurate, and professional proposal packages for management review and client submission.
Maintain proposal records, track due dates and approvals, and support the handoff of awarded work to project execution and billing.
Prepare client invoices and progress payment applications with complete, accurate, and timely supporting documentation.
Maintain billing schedules and track submissions, approvals, retention, payments, and outstanding balances.
Coordinate the resolution of billing questions, rejected invoices, revisions, credits, deductions, and resubmissions with Project Management and Accounting.
Support accounts receivable follow-up, account reconciliation, final billing, and project closeout.
Prioritize competing deadlines and communicate risks, missing information, and unresolved issues to the Supervisor promptly.
Follow established document-control, billing, confidentiality, and records-retention procedures.
Maintain accurate trackers and provide clear status updates to internal stakeholders and clients.
Identify opportunities to improve templates, workflows, handoffs, and backup coverage.
Perform related duties consistent with the purpose and responsibilities of the position.

Minimum Qualifications

• High school diploma or equivalent.
• Three years of progressively responsible experience in project coordination, client service, billing, proposal support, document control, or a related administrative function.
• Demonstrated experience managing detailed records, deadlines, and cross-functional follow-up.
• Proficiency with Microsoft Word, Excel, Outlook, and presentation software; ability to learn company systems and client portals.
• Strong written and verbal communication skills, including the ability to prepare professional client-facing documents.

Preferred Qualifications

• Associate or bachelor's degree in business administration, accounting, construction management, project management, communications, or a related field.
• Experience in construction, engineering, manufacturing, or another project-based environment.
• Familiarity with RFPs, RFQs, proposals, submittals, RFIs, progress billing, retention, accounts receivable, and project closeout.

Additional Requirements

• Must have and maintain a valid driver’s license. May be required to travel to other sites within Arizona to perform certain work functions.
• Physical Demands & Work Environment
• The physical demands described here are representative of those that a candidate must meet to successfully perform the essential functions of this job.
• Frequently stand and walk for extended periods throughout the workday.
• Frequently lift, carry, push, and pull materials weighing up to 50 pounds, and occasionally lift heavier items with assistance or mechanical equipment.
• Bend, stoop, kneel, crouch, and reach to perform assigned tasks.
• Use hands and fingers to handle, feel, grasp, and operate tools, equipment, or materials.
• Perform repetitive motions involving the hands, wrists, and arms.
• Climb ladders, stairs, or elevated surfaces as required by the job.
• Maintain visual acuity sufficient to read labels, instructions, safety signage, and documentation.
• Maintain balance and coordination while moving materials or operating equipment.
• Ability to work in physically demanding environments requiring frequent movement and manual labor.

Work Environment

• Exposure to dust, noise, vibration, and moving mechanical equipment.
• Indoor and/or outdoor work environments, which may include varying temperatures and weather conditions.
• Work in confined spaces, elevated areas, or active job sites, depending on project requirements.
• Required use of personal protective equipment (PPE) such as hard hats, safety glasses, gloves, steel-toe boots, and high-visibility vests.
• Interaction with powered industrial equipment, tools, and vehicles.

Disclaimer

• The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties as assigned by their supervisor.