Project Administrator

Key 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. 

Skills, Knowledge and Expertise

• 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. 

• 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.

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

•  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.

• 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.  

•  English Required