Project Administrator

Description

The Project Administrator provides administrative and operational support to project teams by managing billing, procurement coordination, and document control activities. This role supports Project Managers and field teams by ensuring accurate financial processing, timely invoicing, and organized project documentation. The Project Administrator works closely with Accounting, Risk, and project personnel to maintain compliance with company policies, client requirements, and regulatory standards throughout the project lifecycle.

Key Responsibilities

Project Administration and Financial Support

• 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.

Document Control and Compliance

• 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.

Process Improvement and Coordination

• 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.

Training and Support

• Provide administrative training and support to project team members as needed.
• Assist with onboarding new team members on project administrative processes and tools.

Field and Special Assignments

• 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

Work Experience

• 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.

Skills

• 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.

Education

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

Knowledge

• 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.

Personal Traits and Attributes

• 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.

Languages

• English Required

About Cotton Commercial USA, INC.

Founded in 1996, Cotton Holdings Inc., is a global, diversified holding company with subsidiaries that provide property restoration, construction, roofing, consulting, workforce staffing, temporary workforce housing and culinary services to public and private entities worldwide. Cotton subsidiaries operate throughout North America and internationally under eight unique brands: Cotton Global Disaster Solutions, Cotton Roofing, Cotton Logistics, Cotton Culinary, Cotton International, Advance Catastrophe Technologies (ACT) and Target Solutions.