Project Administrator

Project Administrator

Location: Minnetonka, MN | Hybrid | Remote

Schedule: Full-Time

Salary: $60,000 – $70,000 (based on experience)

The Project Administrator supports project financial management, contract administration, billing, and accounts receivable activities across EVS projects. This role works closely with project managers, finance teams, clients, and internal project administration staff to ensure accurate project records, timely invoicing, effective collections, and compliance with client and company requirements.

The Project Administrator also serves as a resource for other project administrators, helps improve project administration workflows, and supports consistent financial processes across the organization. This role is well suited for someone who is detail-oriented, proactive, comfortable managing multiple deadlines, and experienced in project billing and financial coordination.

What You'll Do

• Set up and maintain project records in Vantagepoint, ensuring accurate project information and financial tracking.
• Manage contract follow-ups, change orders, and client documentation updates.
• Build and maintain strong working relationships with client accounting teams to support efficient invoicing and timely payments.
• Review project timesheet entries, identify discrepancies, and coordinate corrections with project teams.
• Coordinate monthly billing cycles to ensure invoices are accurate and submitted according to client deadlines.
• Partner with project managers to gather billing instructions, confirm project details, and resolve invoicing questions.
• Review Work in Progress (WIP) and make necessary adjustments and corrections before month-end.
• Troubleshoot billing discrepancies and coordinate resolutions between internal teams and clients.
• Conduct biweekly accounts receivable reviews to identify overdue invoices and determine appropriate follow-up actions.
• Communicate proactively with clients regarding outstanding balances and payment status.
• Escalate aging invoices in accordance with company procedures and maintain appropriate follow-up documentation.
• Prepare supporting documentation and detailed responses to client billing inquiries.
• Provide guidance and support to Project Administrator I team members and assist with training new employees on Vantagepoint, billing procedures, project workflows, and client-specific requirements.
• Identify opportunities to improve project administration processes, reporting, and operational efficiency.
• Collaborate with Senior Project Administrators (SPAs) to refine policies, procedures, and reporting methods.
• Lead discussions and facilitate technology and process meetings, including PA-L10, PMO-L10, and accounts receivable meetings, using MDC Boards and other project management tools.
• Assist with subconsultant onboarding by collecting required documentation and initiating Master Service Agreements (MSAs).
• Support LLC invoicing and ensure accurate processing and coordination between Inc and LLC entities.
• Maintain accurate financial records and handle confidential client and company information with professionalism.
• Manage competing priorities and deadlines while taking ownership of assigned responsibilities and following through outstanding items.

What You'll Bring

• Bachelor's degree in Business, Accounting, Project Management, or a related field, or equivalent relevant work experience.
• Three to five years of experience in project administration, accounting, billing, accounts receivable, or a related role.
• Strong understanding of project financial workflows, contract administration, billing procedures, and accounts receivable management.
• Proficiency with Vantagepoint, MDC, and other project management or financial systems.
• Advanced Microsoft Excel skills, including pivot tables, VLOOKUPs, and financial tracking.
• Ability to navigate client platforms and adapt to varying invoicing requirements and procedures.
• Strong attention to detail and accuracy when managing project records, invoices, contracts, and financial data.
• Demonstrated ability to identify and resolve billing discrepancies and other project financial issues.
• Strong organizational and time management skills, with the ability to balance multiple projects, client requirements, and deadlines.
• Excellent communication and interpersonal skills, with the ability to work effectively with project managers, finance teams, clients, and colleagues.
• Professional and client-focused approach to managing billing inquiries, payment follow-ups, and financial issues.
• Ability to work independently, take initiative, and escalate complex issues appropriately.
• Commitment to confidentiality and professionalism when handling sensitive financial and client information.
• Willingness to support and train colleagues and contribute to continuous process improvement.
• Adaptability when responding to changing client requirements, internal processes, and workload fluctuations.

Why EVS

• Join a growing multidisciplinary engineering organization with decades of industry experience.
• Work alongside experienced professionals across project management, finance, engineering, and business operations.
• Play an important role in supporting project financial performance, client relationships, and efficient business operations.
• Gain exposure to project accounting, contract administration, billing, accounts receivable, and financial reporting processes.
• Contribute ideas that improve workflows, strengthen financial accuracy, and enhance client experience.
• Be part of a collaborative team where your organization, initiative, and attention to detail make a meaningful impact.
• Have opportunities to expand your project administration expertise and continue growing your career with EVS.

Benefits For Full Time Employees

• Health Insurance (Medical through United Healthcare/UMR)
• Dental and Vision Insurance
• STD (Short-Term Disability) and LTD (Long-Term Disability) Insurance
• Life Insurance
• EAP (Employee Assistance Program)
• Paid Time Off
• 401k Match
• Choice Benefit
• Flexible Work Time
• Performance-Based Bonus
• Point-Based Recognition
• Parental Benefits
• Referral Bonus
• Certification Bonus
• Hybrid / Remote Culture

These benefits not only enhance the overall compensation package but also contribute to creating an inviting and supportive work environment. They play a crucial role in attracting and retaining top talent, promoting employee satisfaction, and nurturing a positive company culture that values its employees' well-being and contributions.

EEO STATEMENT

EVS is an Equal Opportunity Employer, and all applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, marital status, gender identity, national origin, disability, or status as a protected veteran.