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Project Administrator

16 hours ago

Greensboro, North Carolina, United States Hoffman & Hoffman Inc Full time

Job Title: Project Administrator/Biller

Department: Administration

Reports to: Financial Controller

Location: Greensboro, NC

Employment Type: Full-Time

Position Overview

We are seeking a senior-level Project Administrator/Biller with experience in the specialty construction industry (MEP, electrical, mechanical, fire protection, or similar) to support multiple Project Managers and oversee accurate, compliant project billing. This role plays a critical part in project financial performance and requires a strong understanding of cost projections, contract language, billing requirements, and lien waivers. As an employee-owned company, we value ownership, accountability, and the impact each role has on our shared success.

The ideal candidate is highly organized, detail-oriented, and confident working cross-functionally in a fast-paced construction environment.

Key Responsibilities

Project & Financial Support

  • Support multiple Project Managers across active projects
  • Track budgets, committed costs, and cost projections; identify and communicate variances
  • Assist with project setup, forecasting and change order entry/impact
  • Maintain accurate project documentation, including contracts and amendments

Billing & Contract Compliance

  • Prepare and submit monthly progress billings (AIA, T&M, and other contract-specific formats)
  • Ensure billings align with contract terms, approved change orders, and schedules of values
  • Interpret contract language to ensure compliance with billing and documentation requirements
  • Coordinate internal billing approvals and respond to customer or GC inquiries

Lien Waivers & Closeout

  • Prepare, track, and manage conditional, unconditional and/or sub-tier lien waivers in accordance with state or contract requirements
  • Support project closeout, including final billing, retention release, and documentation
  • Maintain organized records for audits and internal review

Collaboration & Communication

  • Act as a key liaison between Sales, Project Managers, accounting, owners, and customers
  • Partner with accounting on payment application, billing corrections, and job reviews

Qualifications

Required

  • 5+ years of experience in construction project administration and/or billing
  • Experience in specialty construction (MEP, electrical, mechanical, fire protection, or similar)
  • Strong understanding of construction contracts, billing processes, and job cost tracking
  • Working knowledge of conditional, unconditional and sub-tier lien waivers
  • Proficiency in Excel and construction ERP/accounting systems

Preferred

  • Experience supporting multiple Project Managers and high-volume billing
  • Familiarity with systems such as Viewpoint, Sage, Procore, or similar
  • Strong organizational and communication skills

What Success Looks Like in This Role

  • Accurate, timely, and compliant monthly billings
  • Clear communication of cost impacts and billing issues
  • Well-organized project documentation and lien records
  • Trusted partnership with Project Managers and Accounting

Why Join Us

  • Join an employee-owned company where your work directly contributes to shared success

  • Be a trusted member of the project team, working closely with Project Managers, accounting, and operations

  • Your experience and attention to detail are valued and relied upon
  • We offer a collaborative environment built on accountability, communication, and long-term ownership

Work Environment

  • Office-based with potential for hybrid work arrangements
  • May require travel to other office locations around our footprint (on occasion)

Compensation

  • Commensurate with experience.
  • Includes benefit package (medical, 401k, PTO, etc.)