Project Documentation & Invoicing Coordinator

Conti Federal; Fort Lewis (WA); On-site; USD 55,000 - 75,000; Full time

Job description

General Position Description

The Project Administrator is responsible for ensuring the project documentation including all required correspondence is properly completed and filed for ease of reference. This role is responsible for entering all subcontracts, purchase orders and change orders into the ERP and Project Management systems, sending them to the subs and vendors, and ensuring these documents are signed and returned. The role is also responsible for ensuring the appropriate documentation is in place and submitted to the client for accurate and timely payment.

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.

Qualifications

• For Security Clearance Requirements - must be a US Citizen, as required.
• Experience using the Army Corps of Engineers RMS and NAVFACs eCMS systems preferred.
• Experience with construction software solutions such as Bluebeam for marking up drawings preferred.
• Familiarity with certified payroll processing preferred.
• Has a solid time management system and demonstrates excellent organizational skills.
• Excellent proficiency in MS Office products (primarily Word, Excel and PowerPoint).

Pay/Benefits

Conti Federal offers great benefits. We provide medical, dental and vision on the first day of your employment. Life insurance, 401(k) matching plan, EAP, wellness programs and many other optional programs are offered as well.

Drug Test Policy

All applicants who receive a conditional offer of employment must take a pre-employment drug test and receive a negative result as a condition of hire.

Equal Opportunity

Conti Federal is an equal opportunity employer and does not promote or enforce any preferences or workforce balancing on the basis of race, color, sex, sexual preference, religion, or national origin.