Invoicing and Project Administrator

Job Description

Project Administrator – Richmond, VA

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IntePros is currently seeking a detail-oriented Project Administrator to join a leading organization in the environmental engineering industry in Richmond, VA!

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In this role, you'll play a key part in supporting project financial operations, with a strong focus on invoicing, billing coordination, and ERP/accounting systems . The ideal candidate has hands-on experience managing invoices, maintaining accurate financial records, and working within ERP systems to support project accounting and administrative functions.

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Key Responsibilities

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• Invoicing & Billing: Manage the full project invoicing cycle, including generating prebill reports, reviewing billing details, making adjustments, preparing invoices, and ensuring timely submission to clients.
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• ERP & Accounting Systems: Enter, maintain, and update project financial data within ERP/accounting systems, ensuring accurate contract information, billing rates, budgets, and payment terms.
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• Accounts Payable & Receivable: Track outstanding invoices, monitor payments, process employee expense reports, and support AP/AR activities.
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• Project Accounting: Support job costing, revenue tracking, budget adjustments, and monthly accounting close processes.
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• Contract Administration: Review contract terms to ensure invoices, markups, tax components, and billing structures align with contractual requirements.
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• Cross-Functional Collaboration: Work closely with Project Managers, accounting teams, clients, vendors, and subcontractors to resolve billing discrepancies and maintain accurate project records.
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Qualifications

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• Associate's degree in Accounting, Finance, or a related field required.
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• 1+ years of project administration or project accounting experience , preferably within professional services, engineering, or a similar industry.
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• Hands-on experience with invoicing, billing processes, and ERP/accounting systems.
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• Strong understanding of accounts payable/receivable, job costing, contract administration, and project revenue tracking .
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• Proficiency in Microsoft Excel and other Microsoft Office applications .
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• Experience with BST ERP software is highly preferred.
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• Strong attention to detail, data entry accuracy, and organizational skills.
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• Ability to manage multiple projects, meet billing deadlines, and adapt to changing priorities.
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• Excellent communication skills and experience collaborating with Project Managers and accounting teams.
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• Valid U.S. driver's license and satisfactory driving record required.
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Why This Opportunity?

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This is a great opportunity for someone with a background in invoicing, ERP systems, billing, or project accounting to join a growing environmental engineering organization and take ownership of critical financial and administrative processes.

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