Project Administrator

Immediate Need for a Project Administrator (construction industry experience is a plus!)

PREFERRED EXPERIENCE:
- Land Development OR Pre-Construction OR Commercial

YOU MUST HAVE:
Must have at least three to five years of project administration experience
Construction industry and vocabulary knowledge is helpful
Must have experience using Microsoft's suite of office products, specifically with Excel
Must be familiar with project management software. Experience with Vista by Viewpoint and HCSS is helpful
Must have excellent oral skills to communicate effectively with customers, employees, project teams and vendors
Knowledge of Lien Release and Preliminary Notices and CA lien law a plus

ESSENTIAL FUNCTIONS
Ensure all timecards for assigned jobs are complete and ready for payroll processing, approve in system when ready to pay. Reviews timecards daily and resolves any discrepancies with the project team. Ensure project management approves time and that coding is submitted.
Maintain project information within Vista, ensuring all information required is complete, accurate and up to date. Review project set up in Vista with project team, estimators and contract admin at start up to make sure billing format and schedule of values meet customer invoicing requirements.
Ensure billing quantities and/or amounts are provided by project team on a monthly basis in advance of billing due date. Prepare billing package from Vista using information loaded into system by project team, create customer required schedules, collect all associated documents (from other internal departments) required for pay application and compile and send to customer. Post Billings to Vista and ensure all totals are accurate for posting of payments by AR department when received.
Follow up calls/emails for collections. Work with Project Admin team to update Aging report to be distributed each week.
Run certified payroll reports, collect union letters and other associated monthly project reports as required.
Ensure job invoice routing to responsible person, working with AP to properly set up workflow for the invoices. May be asked to code invoices for ultimate approval from project manager.
Ensure all proper sub-tier lien releases are collected each month for archive files and to be submitted to Customers.
Ensure subcontract pay application quantities are provided by the project team on a monthly basis. Verify subcontract payment amount with project team. Notify via system subcontract payables that amounts ready for payment pending compliance documents.
Run, print and prepare reports as requested by Project Team and/or Area Manager. May be asked to prepare submittal packages and other mailings to customers and subcontractors.
Assist with data entry into Vista, if requested.
Work with Shared Services to identify process improvement, recurring reporting or system enhancements to improve process flow and minimize duplicate data entry.
Price extra work bills in a timely fashion for submission to the Customer to assist project team to create change orders.
Orders supplies and other materials and prepare expense reports for project team, as needed.
Attend area meeting and monthly WIP (Work in Progress) meetings. Responsible to bring AR and Over/Under billing reports to the area meeting for discussion and follow-up.
Performs other duties as assigned.

Equal Opportunity Employer / Disabled / Protected Veterans

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For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

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We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

(none specified)