Contract Administration & Project Billing

Job Description

Job Description

Description:

State Fire Salt Lake City, UT

Full-Time | In Office | Monday-Friday, 8:00 AM-5:00 PM

About the Role

State Fire is seeking a highly organized, detail-oriented Contract Administration & Project Billing Specialist to support our project and contract administration processes from contract award through project closeout.

This position is ideal for someone with experience in construction contract administration, fire protection, project accounting, legal support, or a paralegal background. The successful candidate will be comfortable reviewing contracts, identifying key requirements and risks, tracking billing milestones, managing project documentation, and supporting collections activities.

The ideal candidate combines strong analytical skills with exceptional attention to detail and can confidently manage multiple projects while ensuring contractual and billing requirements are accurately maintained.

Key Responsibilities:

Contract Administration

• Review customer contracts and supporting documentation prior to execution.
• Identify and track key contract requirements including retention, liquidated damages, invoicing requirements, insurance obligations, closeout requirements, and other project-specific terms.
• Assist with contract setup and maintain accurate project records.
• Ensure required documentation is complete before contracts are finalized.

Billing & Accounts Receivable Support

• Prepare and process preliminary lien notices (Pre-Liens).
• Manage lien waiver documentation, including conditional and unconditional waivers.
• Create and maintain Schedule of Values (SOV) documents.
• Track project progress and billing percentages to ensure accurate invoicing.
• Maintain spreadsheets and reporting tools used for billing and contract tracking.
• Participate in monthly project reviews with management to determine billing status and invoicing needs.
• Assist with collection efforts on past-due accounts and customer follow-up.

Project Closeout & Documentation

• Collect, organize, and submit project closeout documentation upon project completion.
• Coordinate with customers, suppliers, and internal team members to obtain required documents.
• Maintain organized electronic and physical records.
• Provide administrative support related to contracts, billing, and project documentation.

Requirements:

Qualifications

Required

• Experience reviewing and administering contracts from initiation through closeout.
• Strong attention to detail and ability to identify discrepancies or missing documentation.
• Excellent organizational and time management skills.
• Strong critical thinking and problem-solving abilities.
• Proficiency with Microsoft Office, including Excel.
• Ability to manage multiple deadlines and priorities in a fast-paced environment.
• Professional written and verbal communication skills.

Preferred

• Experience in fire protection, construction, service contracting, or a related industry.
• Experience working with lien notices, lien waivers, project billing, and construction documentation.
• Familiarity with AIA billing documentation and pay request processes.
• Paralegal, legal assistant, contract administrator, project administrator, or project accounting experience.
• Understanding of construction contract terminology and project administration practices.

Why you'll love working with us:

• Competitive pay based on experience
• Medical, dental, and vision insurance options
• 401(k) retirement plan
• Paid time off
• $50,000 company-paid life insurance
• Opportunities for training and professional growth
• Work with a collaborative and supportive team

About us:

State Fire is a well-established fire protection company providing inspection, installation, and service of life safety systems across multiple markets. This role supports the organization by ensuring accurate contract administration, billing accuracy, and documentation control that contribute to healthy cash flow and operational effectiveness.

State Fire participates in E-Verify.

Learn more at:  

Ideal Candidate

We're looking for someone who enjoys working with details, contracts, documentation, and process management. Whether your background is in fire protection, construction administration, project accounting, contract management, or as a paralegal, you'll thrive in this role if you enjoy ensuring projects move smoothly from contract award through final closeout while protecting the company's interests every step of the way.