Project Administrator

Davisulmer; City of Rochester (NY); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive pay rates

Comprehensive benefits package

Career development opportunities

Long-term career relationships

Job summary

A fire protection services company located in Rochester, NY is seeking a Project Administrator to support multiple construction projects. Candidates should possess strong communication skills and basic accounting knowledge. This hybrid role includes entering project details into ERP systems and ensuring compliance with contracts. The company offers competitive compensation and a comprehensive benefits package.

Qualifications

• Two years’ experience in an administrative setting or equivalent combination of education and experience.
• Ability to read, analyze, and interpret general business procedures and regulations.
• Ability to calculate figures and amounts such as taxes, commissions, and discounts.

Responsibilities

• Enter new contract projects and change orders into the accounting system.
• Send out monthly AIA progress invoices according to contract language.
• Obtain necessary information for jobs such as POs and insurance certificates.
• Ensure accuracy in contracts.
• Follow SOX compliance processes.

Skills

Oral and written communication skills

Time management

Organizational skills

Interpersonal skills

Moderate to advanced computer skills

Basic accounting knowledge

Proficient in Microsoft Excel

Education

High School Diploma/GED

Associate’s Degree preferred

Job description

Since 1946, Davis-Ulmer Sprinkler Co. has been providing full-service fire sprinkler, suppression, alarm, and security systems to its customers, while maintaining our reputation as being one of the best companies in the business in the Northeast region. Davis-Ulmer contributes its success to its loyal employees and customers. The company's overall workforce has grown and as we move forward, we foresee continued expansion throughout the Northeast.

At Davis-Ulmer we believe that investing and empowering our employees as leaders develops an organization that delivers innovative solutions and services that create a superior customer experience. The unique blend of our leaders' abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference.

As a result of continued growth, we are looking for a Project Administrator to support our DU Support Team. In this role, you will perform project entry, project billings and project administrative duties to support the project managers through the duration of multiple projects. You will also provide administrative support on multiple construction projects including, but not limited to: job and change order entry in ERP, monthly billing, lien waivers, compliance documents, insurance certificates, etc.

With locations in both Rochester, NY and Syracuse, NY, we are open to candidates in both locations. This is a hybrid role.

Job Responsibilities

• Works directly with their designated office salesmen and project managers on entering new contract projects and change orders into our accounting system
• Sends out monthly AIA progress invoices in accordance to contract language per project
• Works closely with customers to obtain information needed for each job such as PO#’s, tax-exempt forms, insurance certificates, lien waivers, and certified payroll information.
• Reviews contracts to ensure accuracy and works closely with Project Managers from all locations to ensure projects are booked and billed appropriately
• Ensures all SOX compliance processes surrounding their position are followed and adhered to
• Works closely with salesman and project managers to ensure underbillings are at a minimum monthly
• Maintains relationships with internal and external customers, and is the main point of contact for billing and administrative paperwork for their assigned office locations
• Files all necessary documents into job folders/files within the electronic document storage system.
• Accounts receivable support and follow-up as needed
• Other related duties as assigned

Qualifications, Education, Experience Requirements

• Good oral, written and telephone skills
• Time management, organizational and interpersonal skills
• Moderate to advanced computer skills
• Basic accounting knowledge
• Proficient in Microsoft Excel
• Ability to read, analyze, and interpret general business procedures and regulations.
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Ability to calculate figures and amounts such as taxes, retention, discounts, interest, commissions, etc.
• High School Diploma/GED
• Associate’s Degree preferred
• Two years’ experience in an administrative setting or equivalent combination of education and experience.

Certificates, Licenses, Registrations

• Valid driver’s license
• Notary Public a plus

Supervisory Responsibilities

• None

Physical Demands and Work Environment

• Working remote is a possibility
• The need to move about the office to copy, scan and file
• Requires using the computer and phone consistently throughout the day

Why Choose Davis-Ulmer Family of Companies

• Competitive Compensation: We offer competitive pay rates for experienced professionals, ensuring your skills are recognized and rewarded appropriately.
• Comprehensive Benefits Package: Enjoy an industry-leading benefits package that includes medical, dental, vision, and additional perks, ensuring your health and well-being are taken care of.
• Strength of the Family: The Davis-Ulmer Family of Companies, with over 30 locations across the East Coast and Midwest, epitomizes the strength of a team-first mindset. Embracing a culture of collaboration, we unite to share knowledge, resources, and best practices across our network of branches. This collective approach strengthens us as a cohesive group, amplifying our impact far beyond what any individual business unit could achieve alone.
• Backed by APi Group: As a subsidiary of APi Group, a publicly traded, multi-billion-dollar corporation headquartered in Minnesota, we provide the financial stability and support needed for success. Benefit from world-class training and leadership development opportunities, backed by a powerhouse in the Fire Life Safety & Security industry.
• Long-Term Career Relationships: Many of our employees have been with us for 20+ years! We believe in investing in the right people, fostering enduring professional relationships that benefit both individuals and the company alike. Join us and become part of a community where your dedication is recognized and valued for the long term.
• Values Match: We prioritize hiring individuals whose values align with ours. Our commitment to value-driven recruitment is a cornerstone of our People/Talent Development Operating Code.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

Equal Opportunity Employer, including disabled and veterans.

DAVIS-ULMER'S ENDURING PURPOSE: "To protect what people value most."