Project Account Administrator

JOB SUMMARY:

The Project Account Administrator provides administrative and project accounting support for the Brice Equipment Industrial division. This position assists project managers, accounting staff, field teams, and vendors with project setup, invoice routing, billing support, cost tracking, document control, and general office coordination. The role is designed as a support function focused on accurate data entry, organized records, timely communication, and helping project teams keep administrative and accounting processes moving efficiently.

ESSENTIAL FUNCTIONS:

• Assist with contract and job setup in Spectrum or other company systems by entering information, updating records, and helping maintain accurate project files.
• Assist with accounts receivable activities, including preparing supporting documentation for contract and T&M billings, routing invoices, and helping follow up on outstanding items as directed.
• Assist with tracking project budgets, committed costs, expenditures, and supporting documentation under the direction of project or accounting staff.
• Prepare and update routine reports, spreadsheets, logs, and summaries to support project managers, accounting, and division leadership.
• Assist with tracking contracts, purchase orders, subcontracts, change orders, vendor documents, and other project records.
• Maintain organized and accurate project documentation, electronic and hard copy files, and administrative records in accordance with company retention standards.
• Monitor assigned logs and follow up on missing approvals, documentation, invoice information, and other project support items as requested.
• Support the routing, tracking, and approval workflow of invoices to ensure timely processing and payment.
• Review project and accounting documentation for completeness and accuracy and communicate discrepancies, missing information, or required corrections to the appropriate personnel.
• Assist with maintaining project master data, including customer information, contracts, purchase orders, billing requirements, and other project-specific information.
• Assist with project closeout activities by gathering required documentation, updating assigned records and logs, and following up on outstanding items.
• Assist with compiling project information and documentation for audits, customer requests, internal reviews, and management reporting.
• Provide administrative support for meetings, including scheduling, preparing agendas, and documenting action items as needed.
• Serve as a point of contact for routine project accounting and administrative questions and direct questions or issues to the appropriate project, accounting, or management personnel.
• Communicate timely updates regarding outstanding documentation, approvals, billing items, and other assigned project support activities.
• Coordinate with field project teams, project management, accounting, vendors, and other internal departments to facilitate the timely flow of project documentation and resolve routine administrative or accounting items.
• Follow company policies, client requirements, and internal procedures related to purchasing, billing, records, and documentation.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as directed.

SUPERVISORY FUNCTIONS:

This position does not have supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES:

• Knowledge of basic administrative functions and ability to perform related office and project support tasks.
• Basic understanding of project administration practices, including invoice routing, purchase orders, expense tracking, and job cost documentation.
• Ability to enter, review, and maintain project accounting information with accuracy and attention to detail.
• Ability to organize project files, contracts, purchase orders, change orders, and supporting documentation.
• Ability to manage routine deadlines and adjust to changing project support needs.
• Ability to communicate effectively with project managers, field personnel, vendors, and accounting staff to obtain information and support timely processing.
• Ability to communicate clearly and professionally through email, phone, virtual meetings, and other business communications.
• Ability to work in a team environment and provide dependable support to others.
• Ability to work independently, manage assigned responsibilities, and maintain productivity while working remotely with appropriate communication and follow-through.
• Ability to operate standard business computers and use Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to learn project accounting, equipment rental, and operational software used by the division.
• Ability to learn and follow the Company’s Standard Operating Procedures (SOPs).
• Basic ability to review invoices, coding, supporting documents, and project records for completeness.
• Basic ability to work with numbers, verify calculations and amounts, and identify discrepancies in project and accounting information.
• Ability to do business ethically with customers, vendors, and co-workers.
• Strong attention to detail with the ability to enter and maintain accurate data and records.
• Ability to exercise resourcefulness in assisting management and co-workers.
• Ability to identify routine issues or missing information, determine appropriate next steps, and follow through with the appropriate person to resolve them.
• Ability to maintain confidentiality and appropriately handle sensitive business and financial information.

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent required.
• Associate degree or coursework in business administration, accounting, construction management, or a related field preferred.
• One (1) to three (3) years of office administration, accounting support, project support, customer service, or related experience preferred.
• Experience in construction, industrial services, equipment rental, or a project-based work environment preferred but not required.
• Basic proficiency with Microsoft Office applications required; experience with project accounting or ERP systems is preferred.
• Ability to pass drug and background screenings.

WORKING ENVIRONMENT:

The work environmental characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Brice Equipment has a fast-paced, multi-tasking office environment requiring efficient and accurate administrative support. At times, work may include communication with field teams or limited visits to indoor and outdoor job sites. Adaptability regarding project schedules, documentation needs, and occasional overtime may be necessary.

For the full job description including physical and environmental demands please reach out to

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.

REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.

This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.

Originally posted on Himalayas