Project Administrative Assitsant (CONTRACT)

Vaco

$40.00 - $60.00 / hr

United States, Texas, Denton

Apr 19, 2025

POSITION PURPOSE

TheProject Administration Assistantis responsible for providing onsite administrative and accounting support to our Construction Project Management Team.

Compensation: $40-$60/hr

RESPONSIBILITIES

Coordinate with project team to oversee/process day-to-day administration for Job/Project: Including ordering and maintain all office supplies, expense reports, payroll, and mail
Process all paperwork associated with projects, such as Trade Subcontractor Invoices/Pay Apps, certificates of insurance and bonds, onsite payroll, lien waivers, Owner Pay Applications, and miscellaneous vendor requirements
Help manage Subcontractor workflow as it relates to review & approval process of Trade Subcontractor
Work in conjunction with Project Manager's, Superintendents, Engineers and Project Accountants and other Departments to complete project needed tasks

To assist with the control of all financial and commercial aspects of construction related contracts
To assist in the production of supporting financial information for company related projects
To maintain and update both manual and computer records relating to company contracts
To prepare and issue predefined reports, which form part of the contract and customer requirement
Liaise closely with the Project Manager, ensuring accurate processing of quotations and purchase orders, invoices, time sheets and PTO records
To undertake general office duties involvingelated contracts, to include:

Correspondence and filing
Minutes of meetings
Preparation of reports and documentation
Updating of electronic records
Material ordering and administration
Vendor administration
Raising purchase orders and ensuring that purchase orders are updated when changes required.
Production of valuations and presentations of results
Contract renewal documentation
Quote logging and processing
Process of timesheets from engineers, chasing and checking quality of data
Contract set up (PPM/ System support)
Application of Billing preparation
Contract escalation process and updates

To manage the Accounts Payable process for the contract which includes:

Upload, index and code A/P invoices and work with Managers to facilitate timely A/P workflow approvals within Yardi Payscan module
Set up executed purchase orders in Yardi for accurate application and tracking of contract operating and capital expenditures
Interface with vendors, customers, executives, facility management leadership, and internal finance team to address and resolve any inquiries or issues
Respond to vendor inquiries and reconcile vendor statements
Maintain accurate A/P records and files to ensure compliance with IRS rules

To enable full auditable trails with, for example but not limited to, invoices, timesheets, material orders and goods received note
To be responsible for the commercial support on the contract through to the final account

Vaco provides expert consulting, permanent placement, executive search, managed services, and strategic staffing solutions for companies around the world, in the areas of accounting, finance, technology, healthcare, operations and more. As a premier talent solutions firm, Vaco connects people to their dream jobs and helps leading companies find talent to grow their business. Please let us know if we can help you with this, or another role, for your next step in your career!

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
Virginia residents may access our state specific policies here.
Residents of all other states may access our policies here.
Canadian residents may access our policies in English here and in French here.
Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

the individual's skill sets, experience and training;
licensure and certification requirements;
office location and other geographic considerations;
other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.