Client Account Administrator

United Integrated Services (USA) Corp.•Phoenix, AZ

4d•Onsite

About The Position

The Client Account Administrator provides centralized coordination for client communications, project support, proposal development, billing, and account follow-up. The position works across Project Management, Engineering, Construction Operations, Estimating, Procurement, and Accounting to keep information current, documentation complete, and deliverables on schedule. The role supports a professional client experience from pre-award activities through project closeout and final billing.

Requirements

High school diploma or equivalent.
Three years of progressively responsible experience in project coordination, client service, billing, proposal support, document control, or a related administrative function.
Demonstrated experience managing detailed records, deadlines, and cross-functional follow-up.
Proficiency with Microsoft Word, Excel, Outlook, and presentation software; ability to learn company systems and client portals.
Strong written and verbal communication skills, including the ability to prepare professional client-facing documents.
Must have and maintain a valid driver’s license.

Nice To Haves

Associate or bachelor's degree in business administration, accounting, construction management, project management, communications, or a related field.
Experience in construction, engineering, manufacturing, or another project-based environment.
Familiarity with RFPs, RFQs, proposals, submittals, RFIs, progress billing, retention, accounts receivable, and project closeout.
May be required to travel to other sites within Arizona to perform certain work functions.

Responsibilities

Coordinate routine client communications, requests, meetings, and follow-up activities; document decisions, commitments, and action items.
Prepare and maintain project reports, presentations, schedules, milestone trackers, meeting materials, and action logs.
Maintain accurate submittal, RFI, project-status, closeout, and turnover records in accordance with established procedures.
Keep clients, field teams, Engineering, and project leadership aligned on current project information, deadlines, and required actions.
Manage RFP, RFQ, quotation, pricing package, and proposal schedules from initial request through submission.
Coordinate required inputs from Estimating, Project Management, Engineering, Procurement, Accounting, and other contributors.
Assemble complete, accurate, and professional proposal packages for management review and client submission.
Maintain proposal records, track due dates and approvals, and support the handoff of awarded work to project execution and billing.
Prepare client invoices and progress payment applications with complete, accurate, and timely supporting documentation.
Maintain billing schedules and track submissions, approvals, retention, payments, and outstanding balances.
Coordinate the resolution of billing questions, rejected invoices, revisions, credits, deductions, and resubmissions with Project Management and Accounting.
Support accounts receivable follow-up, account reconciliation, final billing, and project closeout.
Prioritize competing deadlines and communicate risks, missing information, and unresolved issues to the Supervisor promptly.
Follow established document-control, billing, confidentiality, and records-retention procedures.
Maintain accurate trackers and provide clear status updates to internal stakeholders and clients.
Identify opportunities to improve templates, workflows, handoffs, and backup coverage.
Perform related duties consistent with the purpose and responsibilities of the position.