Construction Administration Assistant (full-time)

Nci Painting; Glen Ellyn (IL); Hybrid; USD 45,000 - 65,000; Full time

Job summary

NCI Painting is seeking a Finance/Administration professional to support monthly subcontractor invoicing and project administration. You will lead the invoice process with the Finance Director and Project Managers, prepare billings based on job completion, and assemble all required documentation for payment applications.

Responsibilities include maintaining project records, collecting and organizing waivers and schedules, and ensuring accurate data entry in GC portals.

Qualifications

• Strong background in subcontractor construction billing.
• Experience with construction subcontractor invoicing procedures.
• Excel knowledge is mandatory.
• Attention to detail is critical.
• Represents the company well.

Responsibilities

• Lead the monthly invoice process with Finance Director and Project Manager team.
• Coordinate with Project Managers on % of job completion for monthly billing submission.
• Fill out schedules of values, pay apps, waivers, AIA and G702 for GC customers.
• Assemble payment submission packages including waivers, tax exemptions, etc.
• Navigate GC portals to submit payment requests and enter required data.
• Maintain project filing system and upload documents.
• Prepare job start sheets and update project folders.
• Submit proposals and PCOs (change orders).

Skills

Subcontractor billing

Invoicing procedures

Attention to detail

Accounting knowledge

Education

Notary certification desired

Tools

Excel

GC portals

Job description

This role supports the Finance Director and Project Manager team with monthly billing to our customers, along with project administrative support. NCI Painting, LLC is a painting subcontractor, mostly hired by general contractors in the construction industry. The following is an overview of the position requirements. It is an overview of needs, and includes, but is not limited to:

Subcontractor Invoicing to General Contractors & Customers

• Lead the monthly invoice process alongside Finance Director and Project Manager team.
• Work with Project Managers to understand % job completion, prepares monthly billing, and submits to Finance Director accordingly.
• Fills out schedule of values, pay applications, waivers, AIA, G702, for GC customers.
• Pulls together payment submission packages inclusive of supplier waivers, material waivers, tax exemption, or any documentation as needed – this continues to be paper-based for many customers or even hand-delivered.
• Terminology such as retainage, waiver, partial waiver, final waiver, waiver of lien, unconditional waiver, AIA, G702, draws, partial pay, payment application, lien, title company – candidate is well-versed and knowledgeable to this billing terminology.
• Understands base contract, CO, AWOR, schedule of values, billed to date, contract sum, total contract value.
• Tracks AWORs, COs, PCOs with project managers; understands when to bill customers.
• Ability to confirm payments received with or without retainage applied as requested.
• Is computer-savvy and can navigate through GC portals in order to submit payment requests online and enter required information.
• Notary certification desired or will obtain notary certification for waivers, AIAs, or other.

Project Administrative Support

• Ensures accuracy of project filing system on the server; uploads each project documents
• Pull together project close out documents as required; punchlist completions, attic stock lists, product data sheets, warranty information, other.
• Assist PMs by obtaining jobsite materials & equipment invoices; obtain approvals & job code for payment. Track any credits for future use on jobs accordingly.
• Prepare job start sheets with all job information; updates project folders (physical & electronic); field binders, job management, and updates union jobsite districts.
• Submits proposals & PCO’s (proposed change orders)

Core Competencies:

• Strong background in subcontractor construction billing preferred
• Well-versed & experienced in construction subcontractor invoicing procedures
• Ideally, with your experience, can help us and offer suggestions
• Ideally, can step right in and with accounting knowledge, learn and understand what has to be prepared on a monthly basis in order to prepare requests for payments.
• Understands each GC/customer’s invoice requirements vary and can adapt easily
• Excel knowledge is mandatory
• Attention to detail is critical
• Represents company well

This position descriptor is meant to highlight the role’s functions, it is not an exhaustive list of tasks or assignments, and can change or vary depending on needs of the company.