Project Administrator

Job Description

Job Description

COMPANY OVERVIEW

Founded in 1992, InServ is a full-service industrial contractor serving the life sciences, advanced manufacturing, and food and beverage industries. We specialize in mechanical, electrical and instrumentation, hygienic piping, and HVAC services .

With multiple locations across North Carolina, InServ serves clients throughout the Southeast. Our success is built on an unwavering commitment to safety, quality, and schedule adherence . We take pride in delivering reliable solutions while building lasting relationships with our customers and investing in our people.

InServ is proud to be an Equal Opportunity Employer committed to building a diverse and inclusive workforce. We consider all qualified applicants without regard to race, color, age, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, genetic information, or any other characteristic protected by law.

BASIC FUNCTION

The Project Administrator is responsible for supporting project administration, billing, accounts receivable, job cost tracking, documentation, and day-to-day administrative functions for assigned projects. This position works closely with Project Managers, field personnel, subcontractors, clients, and internal departments to ensure projects are properly organized, documented, and administered.

EXPERIENCE REQUIREMENTS

• Minimum of 2 years of experience in billing, job cost, construction administration, or a related field.
• Experience supporting construction projects preferred.

KEY RESPONSIBILITIESProject Administration

• Review new job folders and establish project files for assigned divisions, including job setup sheets, project notebooks, and startup packages for Project Managers and field personnel.
• Process, distribute, and maintain project documentation, including change orders, correspondence, transmittals, estimates, and other project records.
• Prepare, enter, and distribute formal purchase orders for materials, major equipment, and subcontractors.
• Assist Project Managers with the preparation, distribution, and follow-up of project submittal packages.
• Assist with the initial preparation and ongoing maintenance of project turnover documentation required by clients.
• Maintain accurate and organized project records and prepare reports as requested by Project Managers.
• Maintain project information within Expedition, Timberline Accounting, and/or other project management systems and project notebooks.
• Ensure project correspondence and documentation are properly captured and maintained within applicable project management systems.
• Maintain updated correspondence within Project Manager and Superintendent project files.

Billing & Accounting

• Process contract, Time & Material (T&M), and T&M Not-to-Exceed (NTE) billing for assigned Project Managers.
• Assist Project Managers with the preparation of monthly progress billing documentation.
• Process job-related payroll entries for assigned projects.
• Process Accounts Payable invoices for assigned Project Managers.
• Prepare, monitor, and evaluate project cost and productivity reports.

Project Coordination

• Serve as a liaison between Project Managers, clients, subcontractors, and InServ personnel when needed.
• Assist Project Managers with researching information and processing daily paperwork and correspondence necessary for effective project operations.
• Prepare agendas, take meeting notes, and distribute minutes for weekly construction meetings.
• Assemble and distribute correspondence for Superintendent project files.
• Support Project Managers and field personnel with administrative needs throughout the project lifecycle.

JOB REQUIREMENTS

• Knowledge of construction management principles, practices, and procedures.
• Ability to read, interpret, and understand construction blueprints, plans, specifications, and related project documentation.
• Strong written and verbal communication skills.
• Ability to produce clear, professional written documentation with appropriate grammar, punctuation, and organization.
• Strong attention to detail and ability to accurately interpret information and follow established policies and procedures.
• Excellent problem-solving and organizational skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced project environment.
• Proficiency with Microsoft Word and Microsoft Excel.
• Working knowledge of construction/project management and accounting software.
• Ability to work effectively with Project Managers, field personnel, subcontractors, clients, and internal stakeholders.

EDUCATIONAL REQUIREMENTS

• Associate degree in Engineering, Construction Management, Business, Accounting, or a related field preferred.

OR

• Six years of documented experience in construction project administration, billing, job cost, or a related field may be considered in lieu of a degree.