Administrative Supervisor

CONSTRUCTION ADMINISTRATIVE SUPERVISOR

Summary of Position

The Construction Administrative Supervisor will lead the CBES Finance Administrative team to provide high quality advice and support, promoting a professional environment and building a department reputation for accuracy and efficiency. The Supervisor is responsible for the timely and accurate execution of, as well as provide administrative and financial oversight of, all administrative matters related to Finance.

This position focuses primarily on those Finance activities relating to Contracts, Purchase Orders, Change Orders, and Buyouts as well as Vendor documents and invoices as they relate to the Construction projects and all other CBES projects and programs. These projects may change from time to time as needed to facilitate supporting the department and Company as it evolves. The Supervisor will both supervisor the administrative team as well as be an active administrator/participant in performing those related tasks.

Management and Leadership Responsibilities

• Supervise CBES Finance Administrative team staff, managing the day to day finance administrative operations activities, providing leadership for the team including ensuring proper procedures are followed, maintaining consistent methods and standards, provides relevant updates and communications to team, and implementation of new ideas and process improvement
• Responsible for performance management, coaching, cross training, segregation of duties, issue resolution, efficient operation of the team, and professional learning and development of all staff members
• Updates and communicates to staff policies, procedures, methods and guidelines as needed and manage all related finance administrative activities to support to the Accounting Manager and business as a whole
• Assists as required with general accounting functions to ensure the department meets its goals, set deadlines and tasks as determined by Management
• Handles responding to and resolving questions/issues from staff, escalating as needed to provide resolution
• Ensure all financial documents are issued timely and accurately, meeting financial internal and external reporting requirements
• Participate in all meetings with Operations that involved Finance staff member and finance administrative related activities
• Work directly with Billing Supervisor and billing team to ensure proper communication and collaboration of tasks, processes and procedures between administrative and billing staff
• Manage the related financial systems and processes to ensure financial and systems integrity, including any system administrative tasks and troubleshoot issues as necessary, with a focus on systems and process improvement recommendations to management
• Works with internal tax department and outside consultant as needed on tax and other related questions to ensure billing and tax compliance, including responding and resolving questions/issues from staff
• Collaborate with outside financial system consultants to address system related issues and questions, implement needed requirements to meet compliance as well as address changes needed in both system and procedures as the Company and clients' requests evolve
• Assistance and support with internal and external audits as needed, ensuring compliance with relevant accounting standards, control objectives and internal company policies
• Preparation of internal/external reports to meet reporting and management requirements as needed
• Other ad-hoc financial reporting and responsibilities as required to support ongoing requirements of a growing company and department

Construction Administrative Responsibilities

Contract Controls, Setup and Procedures

• Oversee and perform proper setup of all Contracts, Buyouts and Adjustments in financial system
• Receive Bid Tabs and Buyout out Adjustments from Engineering/Operations and Route for Approvals
• Receive Client Contracts, attach completed HASP and Tax forms and route to Operations team for signature
• Send/Receive Contract from Clients for signature, and upload into SharePoint and Financial Systems
• Create Buyout Adjustments, Change Request/Orders and Subcontract Change orders, including sending and tracking thru DocuSign for Approvals
• Responsible for submission, follow up and management of all necessary signatures on documents both internally as well as from Clients and Vendors
• Set up Jobs and Contracts in financial systems and upload to SharePoint Contracts, Buyout Adjustments and Change Orders
• Submit approved Subcontract Change Orders to Vendors
• Communicate and follow up with Clients and Vendors to ensure receipt of all necessary documentation, work to resolve issues/discrepancies as needed
• Work collaboratively with Project Managers and overall Operations Teams for required documentation, Contract/Job details, necessary information and any other questions/issues

Change Orders, Purchase Orders, Vendor Invoices and OCIP Process

• Create change requests and change orders, routing for signatures in DocuSign
• Create Subcontract Change Orders and route to Vendor and Operations for Approvals
• Update Financial system, provide copies to vendor and upload to SharePoint approved Change Orders and Subcontract Change Orders
• Obtain/Create Purchase Order requests received from Project Managers/Operations
• Request vendor invoices and verify against purchase order; work with vendors as needed on corrections/updates
• Enter vendor invoices and AIA Requisitions into Finance AP System for approvals and processing
• Enroll vendors in OCIP Marsh Insurance system upon receive of signed Subcontracts
• Release approve Subcontract to Vendor notifying them to start OCIP application process

Other

• Ensure approved projects in the Sage 300/Timberscan systems to include assignment of job numbers, relevant job information for administrative and billing purposes, schedule of values and Contract/Job cost modules requirements including purchase and change orders
• Work closely with Operations and Project Managers within the office and out in the field to understand ongoing projects and related financial requirements
• Troubleshoot errors within the accounting system as needed to maintain accuracy of information. Research any other issues with contracts, jobs etc. and follows to resolution.
• Provide a high-level of customer service by responding to clients' and vendors' requests/concerns/inquiries in a prompt, professional manner including addressing concerns to the appropriate individuals
• Perform and participate in other projects and tasks as needed, including but not limited to financial data system cleanup/maintenance
• Assist with month end close processes as needed
• Work with overall Finance team members to research and resolve issues as needed
• Other ad hoc projects, reporting and financial administrative activities as needed including but not limited to process improvement and documentation of internal standard operating procedures, cross training, and audit assistance

Education and Experience

• Bachelor's degree preferred and/or equivalent work experience
• 1-3 Years Prior Supervisory Experience of a similar environment/industry
• 3+ Years high volume Contracts, Purchase/Change Orders experience with previous experience in construction, AIA, job costing or service provider industries preferred
• Previous experience in construction, job costing or service provider accounting preferred, not required
• Previous experience with Timberline software preferred but not required
• Excellent verbal and written communication skills are essential
• Demonstrated ability to prioritize work for oneself and staff to meet set deadlines
• Ability to seek out information and resolve issues independently with minimal management oversight and input
• Staff supervision and team management is essential
• Comfortable working autonomously but within a team
• Advanced level of computer literacy, including Microsoft Office is essential (Advanced Excel including VLookups and Pivot Tables)
• Ability to use shared workflow technology (Microsoft Office, SharePoint and iCloud)
• Comfortable interfacing with both client and internal remote resources and having staff at multi-site locations

Benefits

City offers an excellent benefits package that includes health, dental, life, and disability insurance; 401K, 10 paid holidays; and 15 PTO.

City Building and Engineering Services is An Affirmative Action /Equal Opportunity Employer