Construction Administration & Project Accounting Specialist

Key Responsibilities

Construction Administration:

• Maintain the Development Team's meeting calendar, including meeting invites, agendas, and minutes.
• Maintain and update the project master tracker.
• Receive, log, organize, and maintain Notices to Owner.
• Receive, log, save, and request updates to Certificates of Insurance (COIs).
• Track the status of permit submissions, reviews, and comments.
• Maintain a permit log and follow up on outstanding items.
• Save and organize all contracts, change orders, and project-related documentation.
• Process DocuSign documents and coordinate notary requirements as needed.
• Distribute signed and notarized documents to the appropriate parties and maintain organized records on the shared drive.
• Maintain accurate project files and ensure documentation is properly named, stored, and easily accessible.
• Process and track purchases (e.g., furniture, accessories, stone material, etc.).

Project Accounting & Job Costing:

• Review and process pay applications and invoices according to established workflows and approval requirements.
• Review Schedules of Values (SOVs) for accuracy and completeness.
• Track approved contract values, invoiced amounts, payments, and remaining balances.
• Maintain job cost information and project financial tracking spreadsheets or Yardi reports.
• Track the timeliness of pay applications and invoices to ensure compliance with Owner contract requirements.
• Verify that required documentation is included with pay applications, including:
• Conditional lien releases
• Unconditional lien releases
• Subcontractor backup
• Supporting documentation
• Other contractual requirements
• Coordinate and support the pay application and lender draw process.
• Maintain accurate records of invoices and payment documentation on the shared drive.
• Follow up with contractors, subcontractors, and internal teams regarding missing or incomplete documentation.
• Inform the Project Manager once payments have been processed.

Requirements

Qualifications

• 3+ years of experience in construction administration, construction project coordination, or a related field.
• Previous experience working with construction projects, contractors, subcontractors, or developers.
• Strong understanding of job costing and construction financial processes.
• Experience reviewing Schedules of Values, pay applications, invoices, and supporting documentation.
• Familiarity with construction permits and permit tracking.
• Experience maintaining project trackers, logs, and documentation.
• Understanding of contracts, change orders, insurance certificates, and lien releases.
• Strong proficiency with Microsoft Excel/Google Sheets and document management systems.
• Experience with Yardi or similar construction/project accounting software is a plus.
• Excellent organizational and follow-up skills.
• Strong attention to detail and ability to manage multiple projects and deadlines.
• Strong written and verbal English communication skills.
• Ability to work effectively with U.S.-based development, design, construction, and accounting teams.
• Experience working with U.S. construction projects.
• Preference given to those with Microsoft Project experience.

Preferred Background

Candidates with experience in construction administration, general contracting, real estate development, home services, or construction accounting are strongly preferred.

What We're Looking For

The ideal candidate is someone who can operate independently, stay on top of multiple project details, and proactively follow up on outstanding items. They should be comfortable working with both administrative documentation and construction-related financial information.

A strong understanding of the construction process is beneficial, but above all, we are looking for someone who is organized, detail-oriented, dependable, and experienced in construction project administration and job costing.