Project Administrator

Job Description

Job Description

We are looking for a detail-oriented Project Administrator to support project accounting operations for construction-related work in Richmond, Virginia. This contract position with potential for a permanent role is ideal for someone who can translate contract terms into accurate project setup, maintain billing data, and keep project financial records organized and compliant. The role works closely with project managers and accounting teams to help ensure invoices, expenses, and timesheets are processed accurately and on schedule.

Responsibilities:
• Establish new project records in the accounting system by interpreting contract terms and applying company guidelines to financial setup details.
• Examine project initiation documents to confirm core commercial information such as contract amount, budget structure, service scope, billing arrangements, payment conditions, and approvals.
• Update and validate billing rates, project demographics, and related setup information submitted by project leadership to maintain accurate records.
• Confirm that markups, tax treatment, and invoice formatting align with contractual obligations before billing is issued.
• Review employee expense submissions, complete required corrections or unit-based entries, and route reports promptly for processing and reimbursement.
• Administer electronic timesheet activities by monitoring labor charging, class code usage, and project allocation accuracy in support of billable reporting.
• Launch the billing cycle within required timelines by preparing and distributing prebill documentation for project manager review and revision.
• Finalize client invoices with supporting attachments, submit billing to corporate accounting for posting, and deliver completed invoices according to project instructions.• Experience in project accounting, preferably within construction or project-based environments.
• Working knowledge of construction accounting practices, including contract-driven billing and project financial administration.
• Proficiency with Deltek and Deltek Vision for project setup, billing, and financial data maintenance.
• Ability to interpret contract language and apply it accurately to project records, invoicing, and billing controls.
• Familiarity with expense report processing, electronic timesheet administration, and labor-related billing workflows.
• Strong attention to detail with the ability to manage deadlines and maintain accuracy across multiple projects.
• Effective communication skills for coordinating with project managers, accounting teams, and other internal stakeholders.