Construction Project Support Administration Supervisor
United Integrated Services (USA) Corp.
·5 days ago
- Location
- Phoenix, Arizona · Phoenix, Arizona, United States
- Department
- Administrative Services
- Source
- Greenhouse
Description
United Integrated Services (USA) Corp. was founded in Phoenix, Arizona in 2020. UIS is a U.S. subsidiary of United Integrated Services Co., Ltd. (UIS Taiwan) which was founded in Taiwan in 1982. UIS is a multidisciplinary engineering and construction company. We provide fully integrated design-build services to our clients in the high-technology industry for their manufacturing facility needs. Our scope of services includes engineering design, high-tech factory planning, and on-time equipment and material delivery in which clean-room systems, HVAC, electrical systems, and tool hook-up, are all vital parts in need of total coordination.
Summary: The Construction Project Support Administration Supervisor leads the administrative and operational support functions across construction projects, overseeing contract administration, financial oversight, compliance management, document control, and coordination between project teams, subcontractors, clients, and corporate departments.
This role manages a team of project administration professionals, establishing standardized procedures, assigning workloads, monitoring performance, and ensuring that project documentation and financial records are complete, accurate, compliant, and submitted on schedule.
Key Responsibilities:
Contract Administration
- Oversee the administration, tracking, and maintenance of construction contracts, subcontracts, purchase requests, change orders, and related project documents.
- Review documentation for completeness, accuracy, required approvals, and compliance with established procedures.
- Coordinate contract execution and document distribution among project management, accounting, procurement, subcontractors, clients, and other stakeholders.
- Maintain organized and accurate contract files to support project operations, financial reporting, audits, and dispute resolution.
- Assist project teams in identifying contract discrepancies, missing documentation, and potential administrative or financial risks.
Financial Oversight
- Oversee project-related financial administration, including purchase requisitions, purchase orders, subcontractor invoices, payment applications, progress billings, change orders, and project cost documentation.
- Review financial submissions for completeness, supporting documentation, proper coding, and compliance with company procedures.
- Coordinate with accounting, procurement, and project teams to resolve invoice discrepancies, payment issues, contract balance concerns, and project cost variances.
- Monitor project commitments, billing status, outstanding invoices, retention, and other financial activities.
- Develop and maintain tracking tools and reports to improve visibility into project financial and administrative status.
Compliance Management
- Ensure project administration activities comply with company policies, client requirements, contractual obligations, and internal control procedures.
- Monitors required documentation, approvals, insurance certificates, lien waivers, releases, safety records, and subcontractor compliance materials.
- Support internal and external audits by maintaining complete, accurate, and readily accessible project records.
- Protect confidential company, client, employee, and subcontractor information.
Team Leadership and Facilitation
- Supervise, coach, and develop project administration professionals.
- Assign responsibilities and balance of workloads according to project priorities, deadlines, and team capacity.
- Establish clear performance expectations and monitor work quality, accuracy, productivity, and timely completion.
- Train and onboard new employees on company procedures, systems, documentation standards, and project requirements.
- Conduct team meetings, provide ongoing feedback, and support employee development.
- Facilitate effective communication among project administration, internal stakeholders, and client representatives.
- Serve as the escalation point for workflow-related issues.
- Provide coverage planning and cross-training to maintain operational continuity during absences or changes in staffing.
- Promote accountability, teamwork, process consistency, and continuous improvement.
Qualifications
Education and Experience
- Bachelor’s degree in business administration, construction management, accounting, finance, or related field preferred.
- Five or more years of experience in construction project administration, contract administration, project controls, accounting support, or related function.
- Prior supervisory or team leadership experience required.
- Experience supporting large or complex construction projects preferred.
- Experience working with subcontractors, purchase requests, purchase orders, contracts, invoices, payment applications, and project cost documentation.
Skills and Competencies
- Fluent in spoken, written, and reading proficiency in both English and Mandarin Chinese.
- Strong leadership, coaching, delegation, and team-building abilities.
- Strong knowledge of construction administration, contract documentation, project financial processes, and compliance requirements.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple projects, competing priorities, and time-sensitive deadlines.
- Strong analytical, problem-solving, and conflict-resolution skills.
- Effective communication and interpersonal skills with the ability to work across departments and organizational levels.
- Ability to handle confidential and sensitive information professionally.
- Proficiency with Microsoft Excel, Word, Outlook, Teams, and project or enterprise resource planning systems.
- Ability to develop procedures, tracking tools, reports, and process improvements.
Additional Requirements:
- Must have and maintain a valid Arizona driver’s license. May be required to travel to other sites within Arizona to perform certain work functions.
Physical Demands & Work Environment
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.
Work Environment:
- 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.
Disclaimer:
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.
