Project Administration Specialist: Document Control & Invoicing

Kids for the Future; Tucson (AZ); On-site; USD 50,000 - 80,000; Full time

Job summary

Conti Federal Services is seeking a Project Administrator for an on-site role in Tucson, AZ. You will process subcontracts, purchase orders, change orders, and invoices, enter documents into ERP and PM systems, and ensure timely client submissions for payments.

The ideal candidate will manage documentation across submittals, RFIs, and payroll-related tasks, maintain orderly project files, and coordinate with Accounting to set up jobs promptly. Local candidates only.

Qualifications

• US Citizen as required for security clearance.
• Experience with RMS and NAVFACs eCMS systems preferred.
• Experience with Bluebeam for marking up drawings preferred.
• Familiarity with certified payroll processing preferred.
• Excellent time management and organizational skills.
• Proficient in MS Office (Word, Excel, PowerPoint).
• On-site position. Local candidates only.

Responsibilities

• Assists the Project Management team in processing and tracking paperwork including submittals, RFIs, invoices, application for payment, subcontract agreements, purchase orders, and labor cost reports.
• Accurately receives, vouchers and reconciles invoices.
• Ensures the team accurately documents and submits all receivables, quantities, extras, change orders, and claims for timely invoicing and to maximize cash flow.
• Finalizes monthly invoices with the Project Manager.
• Assists the timely preparation of submissions for as-builts, vouchers, extras, and claims and follows up for income collection.
• Maintains a comprehensive and orderly project file system. Ensures the team adheres to the filing process.
• Ensures all documentation is clear, concise, and accurate so all departments and employees can reliably use this information.
• Assists the execution of the required documentation for clients), subcontractors, and for internal company procedures.
• Works with the Accounting Department to ensure jobs are correctly set up in the system in a timely manner.
• Maintains meeting minutes and follows up with the team regarding status of action items.
• Timely assists the project submittal process including drawings and certifications. Ensures all Owner required information is timely and accurately submitted to avoid project delays.
• Other duties as assigned.

Job description

Conti Federal Services is seeking a Project Administrator for an on-site role in Tucson, AZ. You will process subcontracts, purchase orders, change orders, and invoices, enter documents into ERP and PM systems, and ensure timely client submissions for payments.

The ideal candidate will manage documentation across submittals, RFIs, and payroll-related tasks, maintain orderly project files, and coordinate with Accounting to set up jobs promptly. Local candidates only.