Billing & Project Administrator

Job Summary: The Billing/Project Administrator is responsible for supporting operations in organizing project-related tasks and meeting customers’ needs. They perform billing, collections, data entry, manifest requirements, and other general administrative duties related to project set up and management.

Major Duties and Responsibilities:

• Utilize Podio (CRM) Software, enter bid invitations, download drawings and specs, check daily for revisions.
• Set up jobs in project management software.
• Handle monthly billing, review and prepare invoices for submitting to clients and review of trade partner and supplier billings and invoices.
• Prepare invoices and track expenses and client billing.
• Ensure prompt collection of accounts receivable and retainage.
• Obtain certificates of insurance as required.
• Handle abatement manifests, preparing for delivery, customer letters with copies of work completed and invoiced.
• Prepare contracts and lien waivers for signature and generate lower tier waivers.
• Assist with job maintenance including contract price adjustments, change orders and closing of completed jobs.
• Assist project management team with tracking change orders.
• Supports customers inquiries, working with team to resolve issues.
• Provides effective administrative support to project team as needed.

Qualifications:

• High school diploma or GED. Associates or bachelor’s degree preferred.
• At least 2 years of billing experience within the construction industry.
• At least 3 years of related administrative or clerical experience; or
• Any similar combination of education and experience as listed above.
• Working knowledge of basic accounting principles
• Demonstrated ability to effectively manage multiple projects at one time.
• Ability to work independently with minimal supervision.
• Working knowledge of state and federal safety, environment, and EEO/DBE guidelines and regulations.
• Demonstrated ability to build and maintain effective and professional relationships with customers, vendors, managers, and colleagues.
• Excellent interpersonal, and verbal and written communication skills.
• Ability to identify and meet customers’ expectations and requirements.
• Exceptional organizational skills and attention to detail with a focus on error prevention.
• Strong time management skills.
• Must be a proactive self-starter, problem solver, and effective team player.
• Ability to understand and follow standard operating policies and procedures.
• Proficient using a computer and Microsoft Office (Outlook, Word, Excel, etc.)
• Ability to prioritize and manage multiple tasks, changing priorities as necessary.
• Ability to work under time pressure and adapt to changing requirements in a positive and constructive manner.

Physical Requirements include but are not limited to the following:

• Prolonged periods sitting at a desk and working on a computer.
• Able to walk, sit, stand, bend, kneel, stretch, squat and climb.
• Able to see, talk and hear in person, via phone and/or through online/video.
• Able to use hands and fingers in a manner that allows for use of a keyboard and phone.
• Able to lift & carry items up to 15 lbs.