Senior Project Account Administrator

Calista Corporation•Fairbanks, AK

1d•Hybrid

About The Position

The Sr. Project Account Administrator provides comprehensive administrative and financial support to the Electrical and Mechanical divisions, assisting with project setup, accounts receivable, cost tracking, and project documentation. This role partners closely with project managers, field teams, accounting, and vendors to ensure accurate financial tracking, efficient workflows, and compliance with company and client requirements. The Sr. Project Account Administrator plays a key role in maintaining organized records, supporting reporting, and helping projects run smoothly from startup through closeout.

Requirements

Knowledge of basic administrative functions and ability to perform related office and project support tasks.
Knowledge of project administration practices including invoice processing, purchase orders, expense tracking, and job cost documentation.
Ability to review, reconcile, and analyze financial and cost data for accuracy and completeness.
Ability to maintain document control systems and organize contracts, subcontracts, change orders, and project files.
Ability to prioritize multiple deadlines and shifting priorities in a fast-paced, multi-project environment.
Ability to communicate effectively with project managers, field personnel, vendors, and accounting staff to resolve issues and obtain required information.
Ability to work in a team environment.
Ability to operate standard business computers utilizing business applications Microsoft Office Suite.
Proficiency with project accounting and ERP systems (e.g., Spectrum, Texada/Traqspera, or similar construction management software).
Ability to learn new applications.
Ability to learn and understand the Company’s Standard Operating Procedures (SOPs).
Ability to apply basic accounting principles, including coding, allocations, and reconciliation of expenses and invoices.
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 & co-workers.
Ability to read and interpret contracts, purchase orders, and financial or billing documentation.
Ability to prepare summaries, reports, and supporting documentation for project and financial reviews.
Ability to maintain a professional appearance.
Ability to work in a Native Corporation multi-business environment.
High School Diploma or equivalent required.
Minimum of five (5) years of progressively responsible office or project administration or accounting experience, preferably in construction, industrial services, or mining environments.
Ability to pass drug and background screenings.

Nice To Haves

Associate or Bachelor’s degree in business administration, construction management, accounting, or a related field preferred.

Responsibilities

Administer contract and job setup in Spectrum, ensuring accuracy and alignment with project requirements and company standards.
Support project setup and closeout activities, including job number creation, cost code structure, budgeting, document collection, and final record compilation.
Create and manage projects in field reporting software Traqspera.
Partner with Project Managers to forecast at-completion cost and revenue and support ongoing financial tracking.
Be responsible for all aspects of accounts receivable, including preparation of contract and T&M billings, monitoring aged receivables, and routing invoices to clients to support timely collections.
Track project budgets, committed costs, and expenditures.
Assist management with cost reports, financial summaries, and project performance tracking to support decision-making.
Assist with tracking contracts and subcontracts, including maintaining logs, monitoring financial compliance requirements, and supporting document control for the administration team.
Prepare routine reports, spreadsheets, and correspondence to support project managers and leadership decision-making.
Maintain organized and accurate project files, records, and documentation, both electronic and hard copy, in accordance with company retention standards.
Monitor and follow up on outstanding receivables, approvals, and vendor documentation to maintain accurate and current financial records.
Assist in evaluating and improving accounting and operational software processes to promote efficiency and consistent best practices.
Support the routing, tracking, and approval workflow of invoices to ensure timely processing and payment.
Assist in general office duties, including copying, scanning, filing, mailing, and maintaining office organization.
Provide administrative support for meetings, including scheduling, preparing agendas, and documenting action items as needed.
Ensure compliance with company policies, client requirements, and internal controls related to purchasing, billing, and documentation.
Work in a constant state of alertness and in a safe manner.
Perform other duties as directed.