Client Account Administrator
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 Client Account Administrator provides centralized coordination for client communications, project support, proposal development, billing, and account follow-up. The position works across Project Management, Engineering, Construction Operations, Estimating, Procurement, and Accounting to keep information current, documentation complete, and deliverables on schedule. The role supports a professional client experience from pre-award activities through project closeout and final billing.
Essential Duties and Responsibilities
- 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.
Minimum Qualifications
- 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.
Preferred Qualifications
- 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.
Additional Requirements:
Must have and maintain a valid 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.
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