Project Administrator / Biller

Job Title: Project Administrator/Biller

Department: Administration

Employment Type: Full-Time

Position Overview

We are seeking a senior-level Project Administrator/Biller with experience in the specialty construction industry (MEP, electrical, mechanical, fire protection, or similar) to support multiple Project Managers and oversee accurate, compliant project billing. This role plays a critical part in project financial performance and requires a strong understanding of cost projections, contract language, billing requirements, and lien waivers. As an employee-owned company, we value ownership, accountability, and the impact each role has on our shared success.

The ideal candidate is highly organized, detail-oriented, and confident working cross-functionally in a fast-paced construction environment.

Key Responsibilities

Project & Financial Support

• Support multiple Project Managers across active projects
• Track budgets, committed costs, and cost projections; identify and communicate variances
• Assist with project setup, forecasting and change order entry/impact
• Maintain accurate project documentation, including contracts and amendments

Billing & Contract Compliance

• Prepare and submit monthly progress billings (AIA, T&M, and other contract-specific formats)
• Ensure billings align with contract terms, approved change orders, and schedules of values
• Interpret contract language to ensure compliance with billing and documentation requirements
• Coordinate internal billing approvals and respond to customer or GC inquiries

Lien Waivers & Closeout

• Prepare, track, and manage conditional, unconditional and/or sub-tier lien waivers in accordance with state or contract requirements
• Support project closeout, including final billing, retention release, and documentation
• Maintain organized records for audits and internal review

Collaboration & Communication

• Act as a key liaison between Sales, Project Managers, accounting, owners, and customers
• Partner with accounting on payment application, billing corrections, and job reviews

Qualifications

Required

• 5+ years of experience in construction project administration and/or billing
• Experience in specialty construction (MEP, electrical, mechanical, fire protection, or similar)
• Strong understanding of construction contracts, billing processes, and job cost tracking
• Working knowledge of conditional, unconditional and sub-tier lien waivers
• Proficiency in Excel and construction ERP/accounting systems

Preferred

• Experience supporting multiple Project Managers and high-volume billing
• Familiarity with systems such as Viewpoint, Sage, Procore, or similar
• Strong organizational and communication skills

What Success Looks Like in This Role

• Accurate, timely, and compliant monthly billings
• Clear communication of cost impacts and billing issues
• Well-organized project documentation and lien records
• Trusted partnership with Project Managers and Accounting

Why Join Us

• Join an employee-owned company where your work directly contributes to shared success

• Be a trusted member of the project team, working closely with Project Managers, accounting, and operations

• Your experience and attention to detail are valued and relied upon

• We offer a collaborative environment built on accountability, communication, and long-term ownership

Work Environment

• Office-based with potential for hybrid work arrangements
• May require travel to other office locations around our footprint (on occasion)

Compensation

• Commensurate with experience.
• Includes benefit package (medical, 401k, PTO, etc.)