Project Administrator

Responsibilities

Project Administration and Financial Support

• Support project teams with administrative functions related to billing, procurement, and cost tracking.
• Communicate with project personnel to assist with purchase order creation, tracking, and management.
• Receive, review, and process vendor invoices accurately and in a timely manner, ensuring proper coding and documentation.
• Prepare and submit monthly project billing in strict accordance with established deadlines.
• Ensure client invoices comply with applicable tax regulations, contractual requirements, and company policies.
• Assist Project Managers with reconciling budgeted costs and reported expenses and resolving discrepancies.

Document Control and Compliance

• Maintain complete and accurate electronic project files, ensuring all required documentation is properly stored and accessible.
• Manage document workflows related to contracts, purchase orders, invoices, and closeout materials.
• Support the project closeout process by ensuring all required documentation and financial items are completed.

Process Improvement and Coordination

• Assist with planning, mapping, and improving internal administrative and project support processes.
• Partner with Accounting and Risk departments to support supplier onboarding and compliance requirements.
• Review and submit subcontractor and vendor credit applications for approval.

Training and Support

• Provide administrative training and support to project team members as needed.
• Assist with onboarding new team members on project administrative processes and tools.

Field and Special Assignments

• Travel to job sites or disaster areas as required to support project operations.
• Perform other duties as assigned to support project teams and organizational needs.

Requirements

• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to work collaboratively as part of a team.
• Basic proficiency in Microsoft Excel, including data entry and reporting.
• Ability to manage multiple tasks and meet deadlines.

Key Responsibilities

Skills, Knowledge and Expertise

Work Experience

• Minimum of 1 year of administrative experience in a service-based company or related industry.
• Exposure to accounting or financial processing preferred.
• Experience supporting insurance-related projects preferred.

Education

• High school diploma or GED required.
• Bachelor’s degree in Construction Management, Business, Accounting, or a related field preferred.

Knowledge

• Basic understanding of project administration, billing, and procurement processes.
• Familiarity with (construction/restoration) project documentation and workflows preferred.
• Awareness of invoice compliance, tax considerations, and internal control standards.

Personal Traits and Attributes

• Reliable and detail-oriented.
• Proactive and willing to learn new processes and systems.
• Organized with the ability to manage multiple priorities.
• Service-oriented with a collaborative mindset.

Languages

English Required

Compensation

$22.00 - $24.00 / hour