Project Billing Cum Admin Executive

Job Description (JD)Position: Project Billing & Site Administration Executive

Company Name: Labotek Technologies Pvt. Ltd.
Department: Projects / Commercial / Administration
Job Location: Project Site
Reporting To: Project Manager
Employment Type: Full-Time

1. Job Summary

We are looking for a detail-oriented and organized Project Billing & Site Administration Executive to manage project billing, commercial documentation, site administration, expense tracking, and MIS reporting. The candidate will be responsible for coordinating with project execution teams, vendors, subcontractors, Finance, HR, Procurement, Stores, and Head Office to ensure accurate billing, timely documentation, effective administrative support, and smooth project operations.

2. Key Roles & Responsibilities

A. Billing and Commercial Activities

• Prepare and maintain client Running Account (RA) bills, invoices, measurement sheets, and supporting documents.
• Coordinate with the project execution team to collect work completion reports, measurement records, and other billing-related documents.
• Prepare and verify subcontractor and vendor bills against approved work orders, BOQs, measurements, and work completion status.
• Maintain records of client billing, vendor billing, payment status, outstanding amounts, and pending approvals.
• Follow up with clients, Commercial, Finance, and Project Management teams for bill submission, certification, and payment processing.
• Assist in preparing reconciliation statements, debit notes, credit notes, and billing summaries.
• Maintain documentation related to GST invoices, e-invoices, delivery challans, and other commercial documents, as applicable.
• Track variations, extra items, additional works, and approved changes in project scope for billing purposes.
• Support monthly billing forecasts and outstanding payment reports.

B. Site Administration

• Manage day-to-day site office administration and ensure the availability of essential office supplies and resources.
• Maintain employee attendance, manpower deployment records, leave records, and timesheets.
• Coordinate guest house accommodation, electricity bills, rent payments, transportation, vehicle deployment, and other site-related expenses.
• Maintain petty cash records, expense statements, travel claims, and reimbursement documents.
• Coordinate with HR and Administration regarding employee joining formalities, documentation, and site requirements.
• Maintain records of site access passes, employee IDs, safety induction documentation, and other compliance requirements, as applicable.
• Coordinate with service providers, landlords, transport vendors, and facility management teams to resolve administrative issues.

C. Documentation and MIS Reporting

• Prepare daily, weekly, and monthly MIS reports related to billing, expenses, manpower, vendor payments, and pending activities.
• Maintain systematic physical and digital records of project correspondence, approvals, invoices, and commercial documents.
• Regularly update billing trackers, payment trackers, expense statements, and document registers.
• Assist the Project Manager in preparing project progress reports, commercial summaries, and management updates.
• Ensure timely submission of required reports to Head Office and concerned departments.
• Maintain proper records for internal reviews, audits, and management reporting.

D. Coordination and Follow-up

• Coordinate with Project Managers, Site Engineers, Procurement, Stores, Finance, HR, Commercial, and Head Office teams.
• Follow up on pending bills, payment approvals, vendor documentation, and administrative requirements.
• Ensure timely escalation of unresolved billing, documentation, and administration issues that may affect project progress.
• Support internal and external audits by providing the required records and supporting documents.
• Ensure effective communication between the project site and Head Office for smooth project operations.

3. Required Qualifications

• Graduate in Commerce (B.Com), Business Administration (BBA), or any relevant discipline.
• Candidates with qualifications in Civil, Electrical, or other engineering disciplines may also be considered if they have relevant billing and commercial experience.
• Knowledge of project billing, RA bills, BOQ, measurement sheets, GST invoices, and commercial documentation is preferred.

4. Required Experience

• Relevant experience in project billing, commercial activities, site administration, or project coordination in an EPC, MEP, electrical, IT infrastructure, data centre, or construction company.
• Experience in handling client and subcontractor billing, vendor coordination, expense management, and MIS reporting will be an advantage.

5. Required Skills

• Working knowledge of MS Excel, MS Word, and email communication.
• Familiarity with RA billing, BOQ, measurement sheets, invoices, and payment tracking.
• Good documentation, record-keeping, and data management skills.
• Strong coordination, follow-up, and communication abilities.
• Attention to detail and accuracy in billing and financial records.
• Ability to manage multiple tasks and meet reporting deadlines.
• Basic knowledge of GST documentation and commercial processes.
• Ability to coordinate independently with site teams and Head Office.

6. Key Performance Indicators (KPIs)

• Accuracy and timely preparation of client and subcontractor bills.
• Timely collection and submission of billing documents.
• Accuracy and regular updating of billing, payment, expense, and manpower trackers.
• Timely submission of daily, weekly, and monthly MIS reports.
• Accuracy of attendance, timesheets, petty cash, and expense records.
• Timely follow-up on pending approvals, bill certification, and payments.
• Proper maintenance of project documentation and audit records.
• Effective coordination between site teams and Head Office.
• Compliance with company procedures and project documentation requirements.

7. Expected Competencies

The candidate should demonstrate accountability, professional integrity, attention to detail, coordination skills, time management, and the ability to work efficiently in a project-site environment.

Pay: From ₹40,000.00 per month

Benefits:

• Provident Fund

Ability to commute/relocate:

• Jewar, Noida, Uttar Pradesh: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Required)

Experience:

• Billing: 3 years (Required)
• Network administration: 3 years (Required)

Location:

• Jewar, Noida, Uttar Pradesh (Required)

Willingness to travel:

• 100% (Required)

Work Location: In person