Job Description

Position Summary:

We are looking for a reliable and detail-focused Construction Administrator to join our accounting team in a construction environment. The ideal candidate will be responsible for managing accounts payable , tracking incoming vendor and subcontractor invoices , processing payments , and ensuring lien waiver compliance . This position plays a critical role in maintaining accurate project financial records and supporting smooth client contract administration. 

Key Responsibilities:

Accounts Payable & Vendor Management

• Receive, review, and enter subcontractor/vendor invoices into the accounting system.
• Match invoices to purchase orders, contracts, or delivery receipts.
• Ensure timely processing of payments, including checks, ACH, and wire transfers.
• Reconcile vendor statements and resolve billing discrepancies in coordination with project managers.

Lien Waivers & Compliance

• Track and collect conditional and unconditional lien waivers for all subcontractor payments.
• Maintain accurate lien waiver documentation to ensure payment compliance and release of funds.
• Monitor subcontractor insurance certificates and compliance documents.

Job Costing & Project Support

• Code invoices accurately to job cost codes and cost categories in accordance with project budgets.
• Work closely with project team (managers, superintendents and coordinators) to review committed costs, job status, and outstanding payables.
• Assist in preparing job cost reports and reviewing variances between budgeted and actual costs.

General Accounting & Admin Duties

• Maintain organized digital and physical records for audit readiness and compliance.
• Support month-end closing procedures related to payables and project accounting.

Qualifications:

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
• 2+ years of experience in a construction accounting or accounts payable role.
• Experience with AIA contracts, billing formats and job cost structures.
• Familiarity with W-9s, COIs, and contract documentation.
• Strong understanding of subcontractor billing processes, lien waivers, and construction compliance.
• Familiarity with construction accounting software (e.g., QuickBooks, Procore, and GCPay).
• Familiarity with Microsoft Project, Word, and Excel.
• Excellent attention to detail, time management, and organizational skills.
• Ability to communicate clearly and professionally with vendors, subcontractors, owners, and internal teams.

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