Project Administrator

About Us

At Johns Lyng USA, we pride ourselves on our reputation and commitment to sustainability. We offer a comprehensive range of building services, focusing on delivering exceptional customer service at every turn. From disaster recovery and management to residential and commercial reconstruction, restoration, and cleaning, we do it all! As a rapidly growing integrated building services company with operations in Australia, the USA, and New Zealand, we are looking for a motivated team player to fast-track their career and leave a lasting mark on our dynamic team.

Responsibilities

• Receive and review all incoming job requests.
• Verify completeness and accuracy of job information and documentation.
• Enter job details into the company’s project management system.
• Ensure all required documentation is collected and properly filed.
• Verify compliance with company policies and industry regulations.
• Maintain up-to-date and accurate records for all projects.
• Communicate with clients to confirm job details and requirements.
• Liaise with internal departments (e.g., sales, finance, business partners, project management) to facilitate job setup.
• Schedule initial project meetings and ensure all relevant parties are informed.
• Create and distribute job files to relevant departments.
• Assign project numbers and ensure proper coding for accounting and tracking purposes.
• Assist in the preparation of initial project timelines and budgets.
• Serve as the primary point of contact for clients during the job intake process.
• Address client inquiries and provide status updates on job setup.
• Resolve any issues or discrepancies related to job registration.
• Registering new claims within project software and ensuring correct input of claim details.
• Answer all phone calls and emails received within a timely manner.
• Initial customer contact to schedule site attendance—schedule to reflect in project software and estimator allocated.
• Ensure all communications and updates are regularly saved into project software and required portals.
• Ensure all quotes, photos, and documents are actively saved in project software and required portals.
• Provide specialized reports to stakeholders when required.
• Desktop supervision of small value claims where required.
• Issue purchase orders to relevant trades as needed and amend active purchase orders if required.
• Ensure all subcontractors are accurately set up within EB prior to purchase order being issued (compliant with COI, W-9, and subcontractor agreement).
• Ensure the “Certificates of Completion” is saved in the job prior to invoicing.
• Prior to entering the job completion date within EB, ensure that all work orders match Purchase orders and that all purchase orders match the sub invoices.
• Ensure all subcontractor invoices have been saved to relevant job folder and within Dash.
• Enter completion date within EB and notify Business Unit Manager to finalize invoicing.
• Ensure all complaints are accurately logged and that the Business Unit Manager is provided with the customer’s details.
• Log job updates and flag with relevant stakeholders.
• Ensure complaints are closed out in a timely manner (24 hrs).
• Assist with accounts receivable and collections.
• Ensure all required documentation has been supplied within portals for payment release.
• Assist with general administrative tasks as needed.
• Support the Administrative Manager with special projects and reports.

Qualifications

Experience in a billing and collections role, customer liaison, and project administration is essential. Proficiency with project management software and strong organizational skills are required.

Benefits

• 401(k) with matching
• Health, dental, and vision insurance
• Flexible spending account
• Health savings account
• Life insurance
• Paid time off

The successful candidate must have the right to work in the USA and be prepared for a pre-employment medical examination and criminal background check if required.