Project Administrative Assistant

Project Administrative Assistant Temp To Hire

Hours: Mon-Fri 7am- 4pm with overtime as needed

Pay: $26.00 - $28.00 per hour

We 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 Responsibilities

This 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 Administration

• Set up new projects and maintain accurate project records throughout the project lifecycle
• Establish and maintain customer accounts, including intake of credit applications
• Process change orders, intent letters, lien waivers, and other project documentation
• Support project close-out activities, ensuring all documentation and billing are complete
• Provide ongoing project information and status support to Project Managers

Billing, Invoicing & Credits

• Prepare and issue customer invoices, including progressive billings on scheduled dates
• Maintain and monitor CASH customer orders to ensure payment prior to invoicing
• Process price adjustments, project credits, progressive billing credits, and RMAs
• Ensure miscellaneous charges are properly converted to cost-plus or quoted projects
• Upload invoices to customer portals (e.g., Tesla) as required
• Maintain awareness of payment status across assigned projects

Accounting & Financial Support

• Coordinate with Accounting on tax credits, customer statements, and account reconciliations
• Generate and distribute project status related reports (PSR)
• Assist with purchase order requests and documentation tracking

Reporting & Controls

• Prepare daily, weekly, and periodic project and billing reports for internal stakeholders
• Ensure 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 errors

Qualifications - Required

• 3+ years of experience in project administration, project accounting support, billing, or operational administration
• Experience with invoicing, credits, billing schedules, and customer account maintenance
• Proficient in Microsoft Excel and ERP/accounting or project management systems

Preferred

• Experience supporting construction, contracting, or project-based operations
• Familiarity with project lifecycle activities such as project setup, change orders, progressive billing, lien waivers, and project close-out