Financial Project Administrator

Since our founding in 1982, Shawmut Design and Construction (a 100% employee-owned company) has been recognized as a Best Place to Work 70 times by our employee-owners. At Shawmut, you will have the opportunity to own your career and deliver impact within our culture of ownership and innovation focused around providing the gold standard of client service for the world’s most recognizable and elite brands and institutions.

Here’s a glimpse into what we are offering:

• Competitive base salary and an annual bonus
• Health, Life, Long/Short Term disability, Dental and Vision insurance 
• Shawmut Flex – we have offered a flexible work remote environment for years and we encourage a flexible work environment that meets the business needs
• 401K with Match
• Generous Paid Time Off policy (Including vacation, summer Fridays, holidays, personal sick and volunteer day – which we can explain at time of interview)
• ESOP – be an employee owner
• The Extras: cell phone, laptop, tuition reimbursement, pet insurance, auto & homeowner (mortgage network & insurance savings) and many more

The Financial Project Admin provides administrative and financial support to the project teams in delivering construction projects. This includes supporting the project teams with: setup, execution, document management, closeout, and financials.

• Accurately set up details and project information in key software applications. Keep all systems and project files current as information changes including dates, status and team members.
• Provide support to project managers with other administrative tasks as needed this may include items such as (monthly expense reporting, preparation and distribution of project documents, etc.).
• Schedule, prepare and participate in all project meetings. Drive compliance to having kickoff, MOM and closeout meetings. Work with Project Managers in preparing for meetings including drafting meeting forms and supporting documents and meeting minutes
• Prepare and track subcontractor contracts and scopes of work as directed by PM; review with Purchasing to ensure accuracy.
• Issue letters of intent, track insurance certificates and ensure subcontractor compliance with all required paperwork. Obtain accurate subcontractor on site dates from the project team, keep up to date in required systems, and alert project teams of subcontractors coming on site that are not compliant. Aggressively follow up with subcontractor to resolve any issues as it relates to insurance and contract compliance.
• Financial Support – Acts as primary point of contact for all financial support needed by Project team and subcontractors
• Manages coding and payment of Subcontractor and Material invoices including obtaining PM approvals, resolving outstanding change orders and reconciling with client receivables.
• Administers emergency check requests and wires as needed.
• Handle all incoming inquiries related to payment.
• Drives the financial job closeout process. Pushes projects to close as quickly as possible, verifies all project related costs have been captured and all items on Shawmut job closeout checklist are compliant. Upon approval by Project Accountant, closes project.
• Manage archiving of all project-related documents upon financial completion

• Bachelor’s degree or 2+ years of administrative experience required.
• Costa accounting experience preferred.
• Construction industry experience preferred, but not required.

Other critical skills:

• Strong working knowledge of MS Office (MS Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Demonstrated initiative, follow through, resourcefulness, efficiency and attention to detail.
• Detail-oriented and able to perform in a high-pressure and fast paced environment.
• Ability to learn new software and applications.
• Ability to quickly learn organization structure and stakeholders.
• Ability to create a culture of inclusion and belonging by acting with courage, humility and curiosity; desire to learn about others and self-reflect.
• Understanding of construction principles, practices, procedures, means and methods is a plus.

Eligible candidates must be authorized to work in the United States without sponsorship or restriction, now and in the future. Shawmut prohibits discrimination against any staff member or applicant on the basis of race, color, sex, sexual orientation, gender identity/expression, age, religion, national origin, marital status, veteran status, pregnancy, physical or mental disability, genetic information, disability, creed, citizenship status, or any other legally protected characteristic.