Project Administrator

About the role

We are seeking a Project Administrator to provide administrative and financial support across the firm's active projects.

Responsibilities

• Subcontractor Financial Administration: Handles the subcontractor accounts payable cycle for active projects.
  • Receive subcontractor invoices and enter into CMiC.
  • Issue subcontractor payments in coordination with the Controller.
  • Verify subcontractor compliance requirements prior to payment release, including NTO waivers and lien requirements, as process controls are implemented.
• Owner Billing and Payment Administration: Prepares and reconciles Owner billing for active projects.
  • Prepare Owner Bills for all active projects in accordance with contract billing schedules.
  • Enter Owner Bills into CMiC; reconcile payments received from Owners and apply to jobs.
  • Maintain Owner portal access: logins, billing portal setup, and contract documentation.
• Project Financial Administration -- CMiC: Handles job setup and ongoing financial administration in CMiC throughout the project.
  • Upload job cost into CMiC and start job from estimate prepared by PM / Preconstruction.
  • Enter ETNs into CMiC; convert ETN to active job upon approval.
  • Execute cost transfers in CMiC; Director approval required per Signing Authority Matrix.
• Project Administration and Systems: Handles project setup, system administration, and compliance documentation from project start through close.
  • File Notice of Commencement for all applicable projects.
  • Cook permit with expediter.
  • Set up and administer Procore at the project level for all active projects; maintain directory, logs, and document management throughout the project lifecycle.
  • Audit precon-to-active workflow in CMiC for all projects advancing from Preconstruction.
  • Issue Certificates of Insurance (COIs) to Owners across all active projects; ensure no active project has an expired or non-compliant COI on file.
• Project Closeout: Manages the closeout sequence, from document collection through system deactivation.
  • Issue closeout document requests to subcontractors; coordinate receipt and tracking.
  • Issue closeout documents to Owner upon project completion.
  • Execute accounting close: confirm all funds received and all funds issued.
  • Deactivate project in Procore and CMiC upon final close.
• Accountable Oversight: The Project Administrator holds Accountable responsibility for the following functions, meaning PA owns the outcome and escalates when issues arise, while the designated party executes day-to-day.
  • Lien activities at the subcontractor and LCG level -- Project Manager is Responsible.
  • Subcontractor bonds -- Project Manager is Responsible.
  • Owner P&P Bonds -- Contracts Manager is Responsible.
  • Procore enterprise-level administration -- Contracts Manager is Responsible.
• Other Duties: Support the Contracts Manager in the subcontractor annual renewal cycle; responsible for W-9 collection tracking and CMiC/Procore vendor record maintenance as the process is defined.
  • Develop and maintain standard operating procedures for core PA workflows.
  • Must be able to obtain Notary Public designation.
  • Execute other duties as assigned.

Qualifications

• Education: Bachelor's degree in Accounting, Business, Construction Management, or a related field preferred. Equivalent work experience considered.
• Experience: 3+ years in construction project accounting, project coordination, or a combined role within a commercial general contracting environment. Hands-on CMiC or comparable construction ERP experience required.
• Technical Proficiency: Proficiency in CMiC or a comparable construction ERP required. Working knowledge of Procore required. Familiarity with Owner billing portals strongly preferred. Proficiency in Microsoft Office Suite required. Bluebeam experience a plus.
• Knowledge: Working understanding of the commercial construction project lifecycle -- from job setup through closeout. Familiarity with subcontractor AP processes, Owner billing mechanics, and construction document management. Basic understanding of lien law and compliance requirements in commercial construction.
• Skills: Exceptional attention to detail and organizational discipline. Ability to manage concurrent responsibilities across multiple active projects without loss of accuracy. Strong written and verbal communication skills. Ability to balance speed with quality of output.
• Character: Self-starter with high initiative and low need for supervision. Friendly, courteous, and positive in nature. Committed to continuous process improvement. Embodies Leapley's values of Trust, Quality, and Collaboration.

Benefits

Leapley Construction offers a competitive total benefits and compensation package including performance-based bonuses, premium health care coverage including vision and dental, employer-matched 401(k), paid holidays and time-off, and other voluntary benefits and leave types.