Project Administrator – Billing & Finance

TinyURL

Project Administrator providing administrative and accounting support at an environmental engineering firm. Handling project billing cycles and contract management in multiple U.S.

Posted 5/14/2026full-timeChicago • Colorado, Illinois, Washington • 🇺🇸 United StatesMid-LevelSenior💰 $64,720 - $114,520 per yearWebsite

About the role

Key responsibilities & impact

initiate billing cycle by generating and distributing prebill reports
facilitate edits per the Project Manager’s direction and finalize invoice with all required attachments and documentation
Submit invoices to client as instructed by Project Manager
Read and interpret contract provisions and set up accurate project information in the accounting database in accordance with contract terms and Company policies
Verify and/or edit project rate schedules and demographic data provided by Project Managers
Ensure appropriate mark-ups, tax components and invoice masks are in-line with contract provisions
Assess project revenue by accurately identifying variances and making necessary budget changes
enter percent complete as instructed by Project Manager or designated employee
and complete all tasks in accordance with monthly accounting closing schedule
Review and submit employee expense reports in a timely manner to facilitate payment and processing
Understand the expense reporting process and perform required unit pricing data entry in addition to any necessary corrections
Track accounts receivable and accounts payable as needed for project processing
Generate established systems reports, as required.
Assist with local business errands as needed
Drive personal, company, and rental vehicles to client or company project or office sites, and other business locations, as needed.

Requirements

What you’ll need

A High School diploma and 6 years (9+ preferred) of experience in project administration and invoicing, preferably in a professional services firm or any equivalent combination of experience and training that provides the knowledge, skills and abilities to perform the responsibilities of the position.
Ability to read and comprehend moderately complex instructions, contracts and subcontract agreements, correspondence and memoranda; and ability to effectively write moderately complex correspondence and memoranda.
Knowledge of job costing, contract file administration and comprehension of project revenue.
Working knowledge of Microsoft Office and proficiency in Excel.
Prior experience with Infor, Deltek.
Accurate data entry, writing and editing skills.
Ability to work in a fast paced, detail and deadline-oriented environment and manage multiple projects simultaneously.
Ability to effectively present information to Project Managers, and other internal clients.
Valid U.S. driver’s license and a satisfactory driving record for business errands.

Benefits

Comp & perks

paid holidays
vacation
sick
personal paid time off
medical
dental
vision
life
disability insurance
401(k)

ATS Keywords

✓ Tailor your resume

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

billing cycle managementinvoice processingcontract interpretationproject rate schedulingbudget assessmentexpense reportingdata entryjob costingcontract file administrationproject revenue comprehension

Soft Skills

attention to detailtime managementcommunicationwriting skillsediting skillsability to manage multiple projectspresentation skillscomprehension of complex instructions

Certifications

High School diploma