About the Role & Company

We are seeking a detail-oriented and organized Project Administrator to manage the administrative and financial lifecycle of projects. This critical role involves setting up projects, maintaining meticulous document control, and actively participating in the billing and accounts receivable processes. The Administrator ensures project financial health and provides essential support to Project Managers (PMs).

This is a key administrative position within the office, supporting field and office projects across the organization.

Essential Responsibilities

• Set up new projects, including creating project folders on the network and setting up new clients/vendors per company standards. Check proposal opportunities daily and add new opportunities to Unanet.
• Issue draft invoices and run bill review reports per client and company schedules; check Unanet regularly for projects flagged as ready for billing. Follow up on drafts and bill reviews with PMs to ensure timely invoice issuance.
• Issue approved invoices and send to the appropriate client AP department or contact. Follow up on Aged A/R, make notes on any invoices over 60 days, and execute necessary lien waivers, payment applications, and client portal requirements for prompt payment.
• Perform weekly cleanup on existing projects, split overtime weekly on timesheets for employees under your projects/PMs, and flag projects needing write-off requests. Once fully trained, ensure billable hours of approximately 5-10 hours per week for project administration time.
• Conduct weekly meetings with PMs to review project financials, present project status, and Aged WIP/Aged AR reports, and execute resulting action items.
• Ensure relevant documents (Proposal, COI, Purchase Order, Change Order, etc.) are in projects; document control and correspondence to secure relevant documents may be necessary.
• Answering phones, directing calls, assisting with supply ordering, mailing/shipping, arranging meetings/events/travel, arranging office maintenance, and other clerical tasks. Perform other duties as requested.

Physical Demands & Work Environment

Candidates must be able to meet the following physical requirements:

• Frequent sitting for long periods while utilizing a computer and performing administrative work.
• Ability to occasionally lift and carry up to 25 pounds (e.g., project files, supplies).
• Work is performed primarily indoors in a professional office environment.

Qualifications & Requirements

• Ability to utilize a computer and proficiency in MS Office required. Experience with financial software (e.g., Unanet) is preferred.
• Valid driver’s license.
• Must successfully pass a pre-employment drug screening and comprehensive background check, including a 7-year criminal history check.

Why Join Us?

We offer competitive compensation, comprehensive benefits, and excellent opportunities for strategic leadership and professional growth in a growing organization.