Billing & Project Administrator
Job Summary: The Billing & Project Administrator is responsible for billing, collections, data entry, manifest requirements, and other general administrative duties related to project set up and management.
Major Duties and Responsibilities:
- 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 at project close or monthly for ongoing and/or larger projects.
- 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 and ensuring billings are accurate and timely.
- 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.