Account Administrator-Arizona

Job Title: Account Administrator / Contract Administrator

Department: Operations / Finance
Reports To: Company Controller (Controller reports to CFO)
Location: [Utah / Arizona Operations]

Position Summary

The Account Administrator serves as the operational and financial coordination point between Sales, Estimating, Field Operations, and Accounting for Morgan Pavement Arizona.  This role ensures that sold work is properly set up, contractually compliant, accurately costed, and billed in a timely and disciplined manner.

Working within the NetSuite ERP system, and supporting the company’s transition from B2W Estimate to NetSuite, this position plays a critical role in protecting 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 (CFO).

Key Responsibilities

1. Job Setup & Contract Administration

• Set up newly awarded jobs in NetSuite ERP in coordination with Sales and Estimating.
• Validate estimate data migration from B2W Estimate into NetSuite job cost structure.
• Review contract documents for compliance requirements including billing terms, retainage, insurance, bonding, certified payroll, and lien requirements.
• Maintain complete digital and physical job files.
• Track contract value, approved change orders, and billing status.
• Ensure required documentation is in place prior to project start and billing.

1. ERP & Estimating System Support

• 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 data flows between estimating and ERP systems.
• Work with Controller and operations team to ensure clean cost reporting structure.
• Identify discrepancies between estimate and actual cost coding early in project lifecycle.

1. Purchasing & Subcontract Administration

• Issue vendor purchase orders and subcontract agreements consistent with estimate and approved scope.
• Verify pricing alignment with awarded contract and estimate.
• Collect and maintain:
  • Subcontractor W-9s
  • Insurance certificates
  • Subcontractor contractor licenses as required by the state in which work is performed
• Track subcontractor compliance prior to payment release.
• Coordinate lien releases as required.

1. Job Cost Verification & Field Log Review

• Review daily/weekly field logs from crews.
• Verify labor hours, equipment usage, and material quantities.
• Reconcile inventory materials issued to jobs.
• Ensure proper job cost coding in NetSuite for labor, materials, equipment, and subcontractors.
• Coordinate corrections with field supervisors when discrepancies arise.
• Support Controller with accurate margin reporting.

1. Client Billing & Revenue Administration

• Prepare and submit progress billings, time & material billings, and final invoices.
• Compile required backup documentation including tickets, logs, certified payroll, and compliance forms.
• Track retainage and billing schedules.
• Assist with collection follow-up as directed.
• Ensure billing aligns strictly with contract terms and approved change orders.

1. Certified Payroll & Compliance

• Collect and review certified payroll documentation when required on public works projects.
• Coordinate submission to clients or agencies as required.
• Maintain compliance records for audits and agency review.

1. Lien Right Protection & Risk Mitigation

• Collect and maintain parcel ownership data for projects to protect lien rights.
• Track preliminary notice requirements based on state law.
• Maintain documentation required for lien protection and statutory compliance.

1. Scheduling & Operations Coordination

• Participate in bi-weekly scheduling meetings during construction season.
• Confirm compliance items are complete prior to job mobilization.
• Assist with preparation of job start packets and required documentation.

1. Bid Support & Pre-Construction Administration

• Assist Sales and Estimating with:
  • Bid qualification statements
  • Bid bond procurement
  • Payment & performance bond coordination
  • Insurance certificate requests
  • Tax-exempt certificate collection
• Coordinate bonding documentation with company bonding agent as required per project.
• Support preparation of proposal packages and compliance documentation.

1. Submittals & Qualifications File Maintenance

Maintain and update company qualification materials including:

• Superintendent and Project Manager resumes
• Five-year past performance lists categorized by job type/scope
• Company profile and capability statements
• Company safety profile (EMR, OSHA metrics, etc.)
• Job specifications
• Material submittals
• Traffic control submittals
• General contractor and municipal qualification packets

1. Additional Duties

• Assist with month-end job cost reconciliation in NetSuite.
• Support Controller during audits.
• Maintain organized document management systems.
• Perform additional administrative and operational duties as assigned.

Required Qualifications

• 3+ years administrative experience in construction (paving, asphalt, or civil preferred).
• Demonstrated experience using B2W Estimate.
• Experience supporting or participating in ERP migrations (preferred).
• 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.

Preferred Qualifications

• 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.

Core Competencies

• Detail-oriented and compliance-driven
• Financially disciplined
• Organized and deadline-focused
• Strong cross-department communicator
• Systems-minded with ERP awareness
• Risk-aware and process-oriented