Project Administrator

Project Administrator

Job Description

This position plays a key role in maintaining project cash flow and organization by identifying missing or inconsistent information, proactively following up on outstanding items, and exercising sound judgment to determine when to act independently versus when to involve Project Managers.

Responsibilities

• Prepare and submit AIA and contract-based invoices for Project Manager review and approval.
• Track billing cycles, invoice status, and outstanding requirements to ensure timely submission.
• Compile required billing documentation, including schedules of values, lien waivers, and supporting materials.
• Maintain billing logs and open job reports.
• Communicate with internal teams and clients to help resolve billing-related questions.
• Enter and update project budgets, schedules of values, and change orders in Sage and project systems based on Project Manager directives.
• Support job cost tracking by ensuring entries are complete and properly documented.
• Escalate discrepancies or unclear financial information to Project Managers.
• Prepare contracts and change order documents using standardized company templates.
• Track and log contract and change order status.
• Monitor change order creation and processing and provide status updates to Project Managers.
• Ensure all required documentation is complete prior to execution.
• Track subcontractor compliance requirements, including insurance certificates (COIs), W-9s, and lien waivers.
• Proactively follow up with subcontractors to obtain missing or incomplete documentation.
• Review subcontractor invoices for completeness, required documentation, and formatting.
• Route subcontractor invoices to Project Managers for approval of work performed.
• Determine when to escalate subcontractor issues to Project Managers.
• Monitor and report progress on billing cycles and change order completion.
• Coordinate with Project Managers, Accounting, subcontractors, and clients to maintain workflow efficiency.
• Identify missing, incomplete, or inconsistent project information and take action to resolve.
• Maintain organized digital project files and documentation systems.
• Recognize when information is incomplete, inconsistent, or may delay billing or compliance.
• Exercise judgment to resolve routine issues independently.
• Escalate more complex issues or project-impacting concerns appropriately.
• Ask questions proactively to prevent errors, delays, or rework.
• Assist with general office support, including mail distribution and document handling.
• Support document filing, system updates, and internal coordination tasks as needed.

Essential Skills

• High school diploma required; associate's or bachelor's degree preferred.
• 2+ years of experience in construction accounting, billing, or project coordination.
• Experience with AIA billing and construction documentation processes preferred.
• Familiarity with Sage or similar accounting/project management systems preferred.
• Strong proficiency in Microsoft Excel, Word, and Outlook.

Additional Skills & Qualifications

• Project coordination
• Construction
• Construction administration
• Data entry
• Invoice
• Billing related

Work Environment

The work environment is a small office with a familial feel, sharing space with the controller. The role involves reporting to a direct supervisor and offers a collaborative atmosphere.

Job Type & Location

This is a Contract to Hire position based out of Vicksburg, MI.

Pay and Benefits

The pay range for this position is $31.25 - $36.06/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Vicksburg,MI.

Application Deadline

This position is anticipated to close on Jun 25, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.