Project Administrative Assistant

Project Administrative Assistant Temp To HireHours: Mon-Fri 7am- 4pm with overtime as neededPay: $26.00 - $28.00 per hourWe are looking for a highly organized Project Administrator to support our Project Management team while reporting directly to the Accounting Manager. This role is responsible for project setup, billing, invoicing, credits, reporting, and project close-out activities. The ideal candidate is detail-driven, comfortable working across departments, and experienced with project-based billing and administrative processes.Key ResponsibilitiesThis position plays a key role in ensuring projects are properly set up, accurately billed, and successfully closed—helping Project Managers stay focused on execution while maintaining accounting accuracy and financial control.Project & Customer AdministrationSet up new projects and maintain accurate project records throughout the project lifecycleEstablish and maintain customer accounts, including intake of credit applicationsProcess change orders, intent letters, lien waivers, and other project documentationSupport project close-out activities, ensuring all documentation and billing are completeProvide ongoing project information and status support to Project ManagersBilling, Invoicing & CreditsPrepare and issue customer invoices, including progressive billings on scheduled datesMaintain and monitor CASH customer orders to ensure payment prior to invoicingProcess price adjustments, project credits, progressive billing credits, and RMAsEnsure miscellaneous charges are properly converted to cost-plus or quoted projectsUpload invoices to customer portals (e.g., Tesla) as requiredMaintain awareness of payment status across assigned projectsAccounting & Financial SupportCoordinate with Accounting on tax credits, customer statements, and account reconciliationsGenerate and distribute project status related reports (PSR)Assist with purchase order requests and documentation trackingReporting & ControlsPrepare daily, weekly, and periodic project and billing reports for internal stakeholdersEnsure data accuracy and timeliness across project and financial systems (Syteline/Epicor)Act as a control point between Project Management and Accounting to prevent billing delays or errorsQualifications - Required3+ years of experience in project administration, project accounting support, billing, or operational administrationExperience with invoicing, credits, billing schedules, and customer account maintenanceProficient in Microsoft Excel and ERP/accounting or project management systemsPreferredExperience supporting construction, contracting, or project-based operationsFamiliarity with project lifecycle activities such as project setup, change orders, progressive billing, lien waivers, and project close-out