Project Administrator

Project Administrator

The overall responsibility of this position is to consistently demonstrate a high level of accuracy, organization, professionalism and excellent customer service relations with internal and external clients.

Job Responsibilities:

Accounting Duties (two separate companies):

· Collects, codes, enters and/or pays overhead payables by:

· Verifying vendor and transaction information.

· Distributing invoices to the appropriate individuals for review, coding and/or approval.

· Obtaining authorization for payment.

· Timely payment of payables in order to maximize discounts and avoid service charges.

· Distribution of open payables and payment preview reports to the appropriate parties.

· Timely vendor master maintenance.

· Enters new vendors in system from W-9s and issues vendor numbers.

· Updates vendor master file when notified of changes.

· Annually mails W-9s and updates vendor master file.

· Answers all overhead payable vendor account inquires and resolves discrepancies.

· Reconciles monthly bank accounts and credit card statements including:

· Downloading monthly statements and cleared checks listing

· Collecting credit card receipts

· Inputs accounts receivable invoices in an accurate and timely manner.

· Performs electronic bank deposits and records cash receipts.

· Downloads and posts ACH transactions.

· Maintains Comdata system by:

· Downloading statements and credit card transactions

· Recording ACH payments

· Updating master vendor file for new enrollees

· Administers purchase order system by:

· Assigning and disseminating purchase order numbers and blank purchase orders to users,

· Receiving, coding and entering completed P.O.s in accounting system and

· Distributing entered P.O.s to the appropriate Project Accountant.

· Administers 1099 compliance and reporting.

· Monthly sales tax return filing

· Assists Controller and Project Accountants with other duties as needed.

General Office Duties:
  • Orders, stores and distributes general office supplies.
  • Opening, sorting, processing and distributing mail and other deliveries.
  • Distributing or administering accounting department emails.
  • Gathering, sorting and distributing other accounting documents and related information as required.
  • Receive phone call / distribute and VM monitoring for general mailbox.
  • Monitoring subcontractors database.
  • Misc. work as needed.
  • College Degree or Certificate in Construction or Accounting or related office work experience.
  • Thorough knowledge of office equipment and software.
  • Proficient in grammar, spelling, typing, proofreading and organizational skills.
  • Ability to lift and rotate 30 pounds.
General Responsibilities:
  •  Maintains professional and technical knowledge by attending approved training.
  • Maintains financial security through strict confidentiality, following of policies and procedures, and reporting of weaknesses in accounting controls to Controller.
  • Contributes positively to a team effort by setting examples of confidentiality, courtesy, job flexibility, conscientiousness and dependability.
  • All other duties as assigned by Director or Operations or Controller.

Stahl Construction Company, is an Equal Employment Opportunity Employer – Minority/Female/Disabled/ Veteran/Sexual Orientation/Gender Identity.

Please send resume to