Billing Administrator

Position Summary: The Billing Administrator provides administrative, billing, and project support to ensure efficient operation of regional and project office functions. This position plays a key role in maintaining accurate records, supporting project teams, processing billing and job documentation, and assisting with reporting and compliance activities. The ideal candidate is detail-oriented, organized, and capable of managing multiple priorities in a fast-paced, field-driven environment.

Essential Functions:

Billing & Financial Support

• Prepare, process, and review project billing packets, purchase orders, and invoices for accuracy and timely submission.

• Collaborate with project managers and accounting to reconcile billing discrepancies and ensure alignment with contract terms.

• Track job costs, billing milestones, and retainage schedules; support monthly revenue reporting.

• Maintain accurate and up-to-date records of all billing transactions, job files, and supporting documentation.
  

Administrative & Project Support

• Assist with job setup, closeout documentation, and coordination of project submittals and correspondence.

• Maintain project folders, rosters, and compliance documents (insurance, W-9s, union reports, etc.).

• Support onboarding and offboarding processes for project personnel; ensure required forms and approvals are submitted timely.

• Prepare and distribute reports, spreadsheets, and summaries to project and operations leadership.

• Coordinate with HR, Fleet, and Safety teams to support scheduling, equipment tracking, and training record maintenance.
  

Operational Coordination

• Support the day-to-day administrative needs of field leadership and project teams.

• Manage incoming communications, purchase requests, and office supply orders.

• Assist in developing and refining administrative processes to increase accuracy and efficiency.

• Uphold confidentiality and ensure compliance with company policies and procedures.

• Other duties may be assigned by supervisor.

Minimum Requirements:

• Associate’s degree in Business Administration, Accounting, or related field; or equivalent work experience.
• 2–4 years of administrative, billing, or project coordination experience (construction, utilities, or field operations preferred).
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and ERP or project management systems (Oracle, Viewpoint, etc.).

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; reach with hands and arms.

Work Environment:

While performing the duties of this job, the employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work). The employee may be subject to one or more of the following atmospheric conditions that affect the respiratory system of the skin: fumes, odors, dust, mists, gases, or poor ventilation.

Competencies:

• Self-Motivated
• Problem Solving
• Team Oriented
• Customer Oriented
• Must be able to follow Company safety rules and all other Company policies.

Equal Opportunity Employer - Minorities/Females/Veterans/Disabled

NOTE: This job description is not intended to be all-inclusive. The employee may perform other related duties as requested to meet the ongoing needs of the organization.