Project Administrator

Job Description

SUMMARY

This role is responsible for managing project entry and administrative support for projects company-wide. This role also serves as an auditor, ensuring that projects and the contracts related to them are accurate and that proper procedures are followed to promptly book jobs and initiate billing a payment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• All team members must embody the company mission to provide protection for people, property, and the environment in all aspects of their job.
• Establish a business relationship with internal and external customers.
• Provide guidance and support to facilitate accurate and timely booking, entry, billing, and collection of payment on installation jobs, company-wide.
• Maintain a continuous and collaborative line of communication internally and externally to clear any open issues delaying customer processing of contracts, booking, and billings related to projects.
• Provides administrative support, coordinates, and communicates professionally with the regional branches.
• Maintain knowledge of and follow customer contracted project requirements, including submission deadlines.
• Performs initial knowledge gathering from customer contracts and customer purchase orders when new projects are acquired to determine project billing requirements.
• Review and approve service contract and install job entry in Accounting system for projects across the country.
• Includes all related paperwork or portals required by the customer to initiate contract and payment (PO, contract, AIAs, Waivers, pulling service reports and inquiring about setting up for automatic sending, etc.).
• Review and approve cost estimate sheets for revised estimates.
• Process and file preliminary liens and lien notices based on existing project thresholds.
• Perform reconciliations of JIP billed / unbilled vs. revenue activity.
• Research and resolve unexplained items with local branch.
• Close Install jobs upon notifications from local branch.
• Attend weekly project meetings with the branches as needed.
• Assist with back up billing of Install invoicing and high complexity Install billings.
• Ensure compliance with the Company’s financial policies and procedures as they relate to project entry, billing, budgets and AP guidelines.
• Continually assess ongoing processes to identify areas for potential improvement.
• Protects organization’s value by keeping information confidential.
• Updates job knowledge by participating in educational opportunities.
• Other duties as assigned.

Knowledge, Skills & Abilities :

Computer Proficiency – Must possess and demonstrate intermediate level (or higher) skillset in MS Office Suite, Adobe Acrobat Pro (or similar), and internet and desktop application navigation. Experience in Procore, Salesforce and Odoo is a plus but is not required. Must possess basic level skills in computer hardware and have the ability to set up their workstation and troubleshoot technology issues remotely with assistance from IT help desk professionals.

Communication Skills :

Strong communication skills are required (both verbal and written). Must be able to compose professional business letters or emails while corresponding with both internal and external customers and possess strong verbal communication skills to engage in weekly project update meetings with the project management team.

Multi-Tasking & Organization skills :

Be proficient in notetaking and organization / prioritization of work tasks; show awareness of time sensitivity; ability to multi-task and pivot as needed to address urgent requests; take the initiative in assigned tasks and provide timely, accurate and consistent follow-up on action items.

Other Administrative Skills :

Experienced in electronic document storage, completing online forms and applications, familiar with online portals, running and analyzing reports and employing root cause research methods; Accounting experience is a plus.

Traits :

Miscellaneous Requirements :

Must have the ability to work remotely with a reliable wi-fi connection and a quiet, dedicated workspace. Must also be able to attend in-person meetings as needed.

Experience :

Must have experience in supporting a team

Associate Degree in Business Administration or similar is preferred

2+ years construction experience or similar industry in an administrative role is required