Client Account Administrator

• →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.

• 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.

• 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.

Must have and maintain a valid driver’s license. May be required to travel to other sites within Arizona to perform certain work functions.

The physical demands described here are representative of those that a candidate must meet to successfully perform the essential functions of this job.

• Frequently stand and walk for extended periods throughout the workday.
• Frequently lift, carry, push, and pull materials weighing up to 50 pounds, and occasionally lift heavier items with assistance or mechanical equipment.
• Bend, stoop, kneel, crouch, and reach to perform assigned tasks.
• Use hands and fingers to handle, feel, grasp, and operate tools, equipment, or materials.
• Perform repetitive motions involving the hands, wrists, and arms.
• Climb ladders, stairs, or elevated surfaces as required by the job.
• Maintain visual acuity sufficient to read labels, instructions, safety signage, and documentation.
• Maintain balance and coordination while moving materials or operating equipment.
• Ability to work in physically demanding environments requiring frequent movement and manual labor.

• Exposure to dust, noise, vibration, and moving mechanical equipment.
• Indoor and/or outdoor work environments, which may include varying temperatures and weather conditions.
• Work in confined spaces, elevated areas, or active job sites, depending on project requirements.
• Required use of personal protective equipment (PPE) such as hard hats, safety glasses, gloves, steel-toe boots, and high-visibility vests.
• Interaction with powered industrial equipment, tools, and vehicles.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties as assigned by their supervisor.