Senior Project Administrator - AP and Cost

Overview

Who is OHLA USA
? We are a company who believes in building a better, safer, more sustainable world for generations to come. We are committed to making a difference within our communities, who depend on the safety and reliability of the structures we build and is possible with our main asset,
our people!

OHLA USA brings together the construction industry's most diverse talent who thrive in a collaborative work environment and appreciate challenges and opportunities.

We currently have an opportunity for a Senior Project Administrator in Irvine, CA. The Senior Project Administrator will be responsible for providing administrative support to the project operations team so that they can build a successful project. This is a full-time in-office.

• Supervising, Training and leading of regional Project Administrative Team
• Assist all project administrators with any questions they have on process or need assistance with (invoices, sub payment packets, lienor releases)
• Communicating and resolving regional aging invocing issues with PMs and OMs to decrease aging reports
• Ensuring Payroll time entry, review for all union employees happens at regional projects on an ongoing basis
• Coordinating Certified Payroll report submission for both OHLA USA, Inc., TPAs and subcontractors
• Work closely with admins to ensure Invoice delivery ticket matching
• Credit app submissions for vendors we use on the project (if new)
• Assist regional team with Purchase Order/Change Order creation
• Train Staff with Check requests outside of typical check runs
• Subcontractor Approval submissions to Owners
• Assist PM with pay estimates from Owners as it relates to calculating subcontractors’ payments
• Receive and Prepare Check Deposits using RDC Machine for accounting team
• Ensure check disbursements are mailed and/or sent out timely
• Assist Admins with payment applications and following up with project teams/owners when collection amounts are off to understand discrepancies when needed
• General office functions: water delivery tracking, mailing, Fed Ex, administrative support to project staff
• Direct Liason between regional admins and Accounts Payable
• Manage all vendor payment responsibilities, including weekly check runs & emergency check requests
• Ensure timely payments to subcontractors according to compliance standards
• Monitor the accounts payable aging report weekly with admins and Accounts Payable to ensure all payments are made timely and accounts are kept current
• Work closely with internal teams to gather, analyze, and submit relevant information as needed for various processes and audits
• Proactively identify and resolve any discrepancies or issues related to invoices or payments in a timely manner
• Issue stop payment requests and void payments when necessary to correct erros or prevent fraudulent transactions
• Perform periodic audits of accounts payable data to ensure compliance with company policies, accounting standards, and regulatory requirements
• Ensure adherence to department KPI's and address any areas of improvement as needed
• Communicate effectively with vendors to address payment inquiries, resolve issues, and maintain positive working relationships
• Work collaboratively with colleagues across different regions and departments in accounts payable to streamline processes and resolve issues
• Assist accounts payable specialist with various tasks, including special projects, trainings, and reporting as needed.

• 5+ years in an administrative accounting role in the construction or engineering field
• Sound judgment, accuracy, timeliness and reliability are key skills required for this position
• Experience managing others such as a supervisor role /managerial
• Professional, dependable and dedicated conduct
• Attention to detail and excellent follow-through skills are essential
• Exhibit discretion and ability to safeguard sensitive and confidential information
• Excellent writing, grammar and proofreading skills are necessary for reports, letters and e-mails
• Ability to prioritize and handle multiple assignments simultaneously is critical
• General knowledge of Microsoft Office/Adobe is expected.
• Industry knowledge and experience working with various Owner web applications such as Capture, E-builder, LCPtracker, B2G, C2, iCx a plus!
• Additional Benefits offered by OHLA USA:
• Medical, Dental, & Vision Insurance
• Short- and Long-Term Disability & Life Insurance
• 401(k) retirement plan with employer matching
• Tuition Reimbursement after 1 year of employment
• Personal Time Off Program (PTO)
• Engaging work environment
• And much more!!

To learn more about OHLA USA, visit our website

OHLA ADA Message:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee will require the ability to freely access all points of a construction…