Project Assistant Jobs in Arizona (NOW HIRING)

The Project Controls Analyst II is responsible for supporting subsidiary project activity on government awards and strong interface with project teams in support of subcontractor deliverables as they relate to project success. Monitoring contract award values and subcontractor performance and delivery schedules as they impact the project budget. PC Analyst works in JAMIS ERP, in addition to maintaining, tracking, analyzing project schedules, progress measurement, cost estimates and variances. Additional government required project knowledge for verifying certified payroll, pay apps, and subcontractor invoice compliance, WAWF and RMS when reporting and supporting government awards.

Essential Functions:

• Keep accurate records of expenditures and timelines, track regulatory compliance of each phase, and monitor any market changes that may affect the project.
• Assist leadership with creating AOPs and tracking budgets for the year.
• Track subcontractor contracts and any change orders, ensuring that changes are made in JAMIS ERP.
• Ensure all contracts and change orders have been executed by the Project Manager or General Manager.
• Collect and input into financial system and project files the following for each subcontract award: insurance, bonding, SF1413, FSRS reporting, certified payroll, pre-qualification of subs mid project.
• Review billings for accuracy and ensure all signatures are present.
• Enter billings into JAMIS ERP and Billing Platform.
• Log billings in log to track outstanding invoices.
• Collect all vendor invoices from Project Managers on a weekly basis.
• Ensure all vendors invoices are received at project site and home office.
• Facilitate approval and coding of invoices.
• Process new vendor applications and send to accounting for new vendor set up in JAMIS ERP.
• Ensure conditional lien has been received.
• Create project budgets through teamwork with the PM or GM.
• Create Schedule of Values billing template to be used and discussed with the project team, tracking variances, and project impacts.
• Create Progress Schedules (AF 3064, AF 3065)
• WIP meetings with project budget monitoring & processing of adjustments in JAMIS ERP.
• Monitor margin of LOS % and work with PM to obtain accurate % for compliance, reporting to SBA, and be familiar with LOS calculations for accurate reporting.
• Monthly billings variances against forecast, enter in government systems, check compliance prior to subcontractor pay out.
• Attend project kick off meetings and coordinate with project team and contracting officer project deliverables.
• Submit pre-construction submittals COI, Bonding, AF 3065, etc)
• Monitor and request project CPARs upon completion of project.
• Manage substantial completion process and documentation.
• Upload invoices in Egnyte and enter invoice log.
• Identify invoices over 45 days old and notify stakeholders.
• Enter invoices into JAMIS ERP.
• Reconcile vendor statements.
• Gather and enter certified payroll timesheets into JAMIS ERP.
• Maintain files with all project documentation.
• Upon project completion, archive all project documentation.

Education/Certifications:

• Bachelors degree in business, accounting, finance or related field, or equivalent experience preferred.

Required Qualifications:

• Three to (3) five (5) years experience with billing and invoicing.
• Two (2) to three (3) years experience with contract administration within the construction industry.
• Previous experience with government contracts, payment systems, and certified payroll is required.
• JAMIS ERP experience is a plus.
• Understanding FARs, DFARs, and SAM.gov regulations is required.
• Strong interpersonal communication skills.
• Strong computer skills including scheduling software and Microsoft Office products.

Work Environment and Physical Requirements:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required, sometimes for extended periods, to walk, stand, or sit.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
• The employee is occasionally required to climb ladders or stairs; use hands to type, finger, handle, or feel; reach with hands and arms; balance, stoop, kneel, crouch, or crawl; and get in and out of vehicles. The employee may occasionally lift and/or move small or large objects up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.
• While performing the duties of this job, the employee is frequently exposed to outside weather conditions and occasionally exposed to moving mechanical parts and high, precarious places. The noise level in the work environment is usually moderate.
• Typical hours are Monday through Friday, 7:00 AM to 4:00 PM, however hours can fluctuate depending on project needs to include evenings, nights, and weekends.
• Local travel to construction worksites may be required.