AppleOne Employment Services
Senior Project Administrator
AppleOne Employment Services, Deerfield Beach, Florida, United States, 33441
Senior Project Administrator – (Certified Payroll & Compliance)
Location: Fort Lauderdale, FL | Type: Full-Time | On-Site | Compensation: $100,000 – $115,000 annually (based on experience)
Base Pay Range: $110,000.00/yr - $120,000.00/yr
About the Opportunity AppleOne is working with a highly established commercial General Contractor that has been in business for over 40 years and maintains a strong presence throughout the South Florida construction market. This organization is known for delivering complex commercial projects while maintaining high standards for compliance, documentation, and operational excellence.
Position Summary The Senior Project Administrator is responsible for overseeing project billing support, certified payroll, labor and regulatory compliance, lien law administration, and risk documentation from project setup through close-out.
The focus is strictly on accurate billing execution, compliance, documentation, and audit readiness.
The ideal candidate has deep experience supporting Cost-Plus and GMP projects, strong knowledge of Florida lien laws, hands‑on exposure to Certified Payroll (Davis‑Bacon), and experience with publicly funded or affordable housing projects, including Section 3 compliance.
This role works closely with Project Managers, Project Executives, Accounting, subcontractors, and vendors to ensure projects remain compliant, well‑documented, and audit‑ready.
Procore experience is required.
Bilingual English/Spanish is strongly preferred.
Key Responsibilities Project Setup & Administration
Support Project Management with complete and compliant project setup at inception.
Prepare and ensure timely filing of Notices of Commencement.
Set up subcontractors and vendors, confirming pre-qualification requirements are met.
Process and distribute owner contracts, exhibits, subcontracts, purchase orders, MSAs, PCCOs, and related agreements.
Prepare, review, and submit Cost-Plus and GMP owner billings in accordance with contract requirements.
Collect, review, and submit project invoices and subcontractor pay applications for approval.
Ensure approved costs are accurately imported into the accounting system.
Coordinate billing backup and documentation with Accounting to ensure accuracy, completeness, and timeliness.
Collect, track, index, and maintain payment-related documents, including:
Subcontracts and purchase orders
Lien waivers and affidavits
Notices to Contractor / Notices to Owner
Notices of Non-Payment
Track and manage lien-related documentation to ensure compliance with Florida lien laws.
Maintain current subcontractor and vendor insurance certificates and required endorsements.
Coordinate insurance documentation review with the company’s insurance broker.
Work directly with subcontractors and vendors to resolve documentation, insurance, payment, and compliance issues.
Take the lead in resolving agreement and insurance issues, escalating to Project Leadership as needed.
Certified Payroll, Labor & Section 3 Compliance
Enforce Davis-Bacon, prevailing wage, Certified Payroll, and Section 3 requirements on applicable projects.
Review and verify Certified Payroll reports for accuracy and compliance.
Collect, track, and submit labor compliance and Section 3 documentation for owner and governmental reporting.
Project Close-Out & Audit Support
Coordinate with Project Management and Accounting to ensure timely, compliant project close-out.
Manage final billings, lien releases, affidavits, and required close-out documentation.
Provide documentation and support for internal and external audits.
Serve as a liaison between Project Teams and Accounting.
Provide guidance to Project Managers on billing procedures, lien compliance, certified payroll, and documentation standards.
Train and mentor Project Administrators and junior staff on compliance and documentation processes.
Maintain current knowledge of lien laws, labor compliance regulations, and best practices.
Perform other duties as assigned by Project Management, Accounting, or Executive Leadership.
Ideal Qualifications Education
Bachelor’s degree in Accounting, Finance, Construction Management, or a related field required.
Experience
5–10 years of progressive experience in construction accounting or project administration.
Strong experience supporting Cost-Plus and GMP commercial construction projects.
Hands‑on experience with Certified Payroll, Davis‑Bacon, and prevailing wage projects (required).
Experience with Section 3 compliance and publicly funded or affordable housing projects (required).
Experience supporting audits, owner reporting, and regulatory requirements.
Skills & Knowledge
Strong understanding of construction billing, lien compliance, and risk documentation.
Solid working knowledge of Florida lien laws.
Proficiency with Procore, Sage 300, and Microsoft Office (Excel, Word, Outlook).
Bilingual English/Spanish strongly preferred.
Highly organized, detail-oriented, and capable of managing multiple projects simultaneously.
Strong communication skills with internal teams, subcontractors, vendors, and external partners.
Seniority level Mid-Senior level
Employment type Full-time
Job function Project Management
Industries Construction and Building Construction
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Base Pay Range: $110,000.00/yr - $120,000.00/yr
About the Opportunity AppleOne is working with a highly established commercial General Contractor that has been in business for over 40 years and maintains a strong presence throughout the South Florida construction market. This organization is known for delivering complex commercial projects while maintaining high standards for compliance, documentation, and operational excellence.
Position Summary The Senior Project Administrator is responsible for overseeing project billing support, certified payroll, labor and regulatory compliance, lien law administration, and risk documentation from project setup through close-out.
The focus is strictly on accurate billing execution, compliance, documentation, and audit readiness.
The ideal candidate has deep experience supporting Cost-Plus and GMP projects, strong knowledge of Florida lien laws, hands‑on exposure to Certified Payroll (Davis‑Bacon), and experience with publicly funded or affordable housing projects, including Section 3 compliance.
This role works closely with Project Managers, Project Executives, Accounting, subcontractors, and vendors to ensure projects remain compliant, well‑documented, and audit‑ready.
Procore experience is required.
Bilingual English/Spanish is strongly preferred.
Key Responsibilities Project Setup & Administration
Support Project Management with complete and compliant project setup at inception.
Prepare and ensure timely filing of Notices of Commencement.
Set up subcontractors and vendors, confirming pre-qualification requirements are met.
Process and distribute owner contracts, exhibits, subcontracts, purchase orders, MSAs, PCCOs, and related agreements.
Prepare, review, and submit Cost-Plus and GMP owner billings in accordance with contract requirements.
Collect, review, and submit project invoices and subcontractor pay applications for approval.
Ensure approved costs are accurately imported into the accounting system.
Coordinate billing backup and documentation with Accounting to ensure accuracy, completeness, and timeliness.
Collect, track, index, and maintain payment-related documents, including:
Subcontracts and purchase orders
Lien waivers and affidavits
Notices to Contractor / Notices to Owner
Notices of Non-Payment
Track and manage lien-related documentation to ensure compliance with Florida lien laws.
Maintain current subcontractor and vendor insurance certificates and required endorsements.
Coordinate insurance documentation review with the company’s insurance broker.
Work directly with subcontractors and vendors to resolve documentation, insurance, payment, and compliance issues.
Take the lead in resolving agreement and insurance issues, escalating to Project Leadership as needed.
Certified Payroll, Labor & Section 3 Compliance
Enforce Davis-Bacon, prevailing wage, Certified Payroll, and Section 3 requirements on applicable projects.
Review and verify Certified Payroll reports for accuracy and compliance.
Collect, track, and submit labor compliance and Section 3 documentation for owner and governmental reporting.
Project Close-Out & Audit Support
Coordinate with Project Management and Accounting to ensure timely, compliant project close-out.
Manage final billings, lien releases, affidavits, and required close-out documentation.
Provide documentation and support for internal and external audits.
Serve as a liaison between Project Teams and Accounting.
Provide guidance to Project Managers on billing procedures, lien compliance, certified payroll, and documentation standards.
Train and mentor Project Administrators and junior staff on compliance and documentation processes.
Maintain current knowledge of lien laws, labor compliance regulations, and best practices.
Perform other duties as assigned by Project Management, Accounting, or Executive Leadership.
Ideal Qualifications Education
Bachelor’s degree in Accounting, Finance, Construction Management, or a related field required.
Experience
5–10 years of progressive experience in construction accounting or project administration.
Strong experience supporting Cost-Plus and GMP commercial construction projects.
Hands‑on experience with Certified Payroll, Davis‑Bacon, and prevailing wage projects (required).
Experience with Section 3 compliance and publicly funded or affordable housing projects (required).
Experience supporting audits, owner reporting, and regulatory requirements.
Skills & Knowledge
Strong understanding of construction billing, lien compliance, and risk documentation.
Solid working knowledge of Florida lien laws.
Proficiency with Procore, Sage 300, and Microsoft Office (Excel, Word, Outlook).
Bilingual English/Spanish strongly preferred.
Highly organized, detail-oriented, and capable of managing multiple projects simultaneously.
Strong communication skills with internal teams, subcontractors, vendors, and external partners.
Seniority level Mid-Senior level
Employment type Full-time
Job function Project Management
Industries Construction and Building Construction
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