Project Administrator

About the role

The Project Administrator provides administrative and operational support to project teams by managing billing, procurement coordination, and document control activities. This role supports Project Managers and field teams by ensuring accurate financial processing, timely invoicing, and organized project documentation. The Project Administrator works closely with Accounting, Risk, and project personnel to maintain compliance with company policies, client requirements, and regulatory standards throughout the project lifecycle.

Responsibilities

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

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

Skills

• 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.