Account Administrator-Arizona

Morgan Industries•Tempe, AZ

10d•$25 - $29

About The Position

The Account Administrator serves as the operational and financial coordination point between Sales, Estimating, Field Operations, and Accounting for Morgan Pavement Arizona. The role ensures that awarded work is properly set up, contractually compliant, accurately costed, and billed in a timely and disciplined manner. Using NetSuite ERP and supporting the company’s transition from B2W Estimate to NetSuite, the position helps protect gross margin through disciplined job cost coding, labor and material validation, subcontractor compliance, and contract administration. The Account Administrator reports directly to the Company Controller, who reports to the Chief Financial Officer.

Requirements

At least 3 years of administrative experience in construction; paving, asphalt, or civil experience is preferred.
Demonstrated experience using B2W Estimate.
Working knowledge of job cost accounting principles.
Experience with NetSuite ERP or similar construction accounting systems.
Familiarity with public works requirements, including certified payroll.
Understanding of lien rights and subcontractor compliance requirements.
Strong Excel and document management proficiency.
High level of organization and attention to detail.

Nice To Haves

Experience supporting or participating in ERP migrations.
Experience in asphalt paving, sealcoat, slurry seal, or roadway maintenance industries.
Experience working with Utah and Arizona public agencies.
Familiarity with contractor licensing requirements across multiple states.

Responsibilities

Set up newly awarded jobs in NetSuite ERP with Sales and Estimating, validate estimate data migration from B2W Estimate, review contract requirements, maintain job files, track contract value, approved change orders, and billing status, and ensure required documentation is in place before project start and billing.
Assist with migration and alignment of cost codes from B2W Estimate into NetSuite, verify consistency between estimate budgets and job cost setup, support testing and validation of system data flows, and identify cost-coding discrepancies early.
Issue vendor purchase orders and subcontract agreements consistent with approved scope and estimates; verify pricing; maintain subcontractor W-9s, insurance certificates, and applicable contractor licenses; track compliance before payment release; and coordinate lien releases.
Review field logs and verify labor hours, equipment usage, and material quantities; reconcile inventory materials issued to jobs; ensure correct job cost coding; coordinate corrections with field supervisors; and support margin reporting.
Prepare and submit progress, time-and-material, and final billings; compile backup documentation; track retainage and billing schedules; assist with collection follow-up as directed; and ensure billing conforms to contract terms and approved change orders.
Collect, review, and coordinate submission of certified payroll documentation for public works projects, and maintain records for audits and agency review.
Collect and maintain parcel ownership data, track preliminary notice requirements based on state law, and maintain lien-protection and statutory-compliance documentation.
Participate in bi-weekly construction-season scheduling meetings, confirm compliance items before mobilization, and assist with job start packets and required documentation.
Assist Sales and Estimating with bid qualification statements, bid bond procurement, payment and performance bond coordination, insurance certificate requests, tax-exempt certificate collection, proposal packages, and compliance documentation.
Maintain and update company qualification materials, including staff resumes, past-performance lists, company profiles and capability statements, safety profiles, job specifications, material and traffic-control submittals, and contractor and municipal qualification packets.
Assist with month-end job cost reconciliation in NetSuite, support audits, maintain organized document management systems, and perform additional administrative and operational duties as assigned.