Project Administrator

This is a fully remote position, open to applicants in Minnesota.

📋 Description

• Establish and uphold project records within Vantagepoint, guaranteeing precise project details and financial oversight.

• Oversee contract follow-ups, change orders, and updates to client documentation.

• Develop and sustain collaborative relationships with client accounting teams to facilitate efficient invoicing and prompt payments.

• Examine project timesheet submissions, identify inconsistencies, and coordinate necessary corrections.

• Manage monthly billing cycles to ensure accurate and timely submission of invoices.

• Collaborate with project managers to collect billing directives, verify project specifics, and address invoicing inquiries.

• Assess Work in Progress (WIP) and implement month-end adjustments and corrections.

• Resolve billing discrepancies and facilitate solutions between internal teams and clients.

• Conduct biweekly accounts receivable evaluations and pursue overdue invoices.

• Engage with clients regarding outstanding balances and payment statuses.

• Escalate aging invoices while maintaining follow-up documentation.

• Prepare necessary documentation and responses to client billing questions.

• Mentor Project Administrator I team members and train new staff on Vantagepoint, billing protocols, workflows, and client-specific needs.

• Enhance project administration processes, reporting, and operational efficiency.

• Collaborate with Senior Project Administrators to improve policies, procedures, and reporting techniques.

• Lead technology and process meetings, including PA-L10, PMO-L10, and accounts receivable meetings, utilizing MDC Boards and other project management tools.

• Assist in subconsultant onboarding and initiate Master Service Agreements (MSAs).

• Support LLC invoicing and coordination between Inc and LLC entities.

• Maintain precise financial records and confidential information.

• Manage competing priorities and deadlines while taking ownership of assigned responsibilities.

⛳️ Requirements

• Bachelor’s degree in Business, Accounting, Project Management, or a related discipline, or equivalent relevant work experience.

• Three to five years of experience in project administration, accounting, billing, accounts receivable, or a similar role.

• Strong knowledge of project financial workflows, contract administration, billing practices, and accounts receivable management.

• Proficient in Vantagepoint, MDC, and other project management or financial systems.

• Advanced skills in Microsoft Excel, including pivot tables, VLOOKUPs, and financial tracking.

• Capable of navigating client platforms and adapting to diverse invoicing requirements and procedures.

• Exceptional attention to detail and accuracy in managing project records, invoices, contracts, and financial data.

• Proven ability to identify and resolve billing discrepancies and other project financial challenges.

• Strong organizational and time management abilities, with the capacity to juggle multiple projects, client needs, and deadlines.

• Excellent communication and interpersonal skills, enabling effective collaboration with project managers, finance teams, clients, and colleagues.

• Professional and client-centric approach to managing billing inquiries, payment follow-ups, and financial matters.

• Ability to work independently, take initiative, and appropriately escalate complex issues.

• Commitment to confidentiality and professionalism when handling sensitive financial and client information.

• Willingness to support and train teammates and contribute to ongoing process enhancements.

• Flexibility in adapting to changing client demands, internal processes, and workload variations.

🏝️ Benefits

• Health Insurance (Medical through United Healthcare/UMR)

• Dental and Vision Insurance

• STD (Short-Term Disability) and LTD (Long-Term Disability) Insurance

• Life Insurance

• EAP (Employee Assistance Program)

• Paid Time Off

• 401k Match

• Choice Benefit

• Flexible Work Time

• Performance-Based Bonus

• Point-Based Recognition

• Parental Benefits

• Referral Bonus

• Certification Bonus

• Hybrid / Remote Culture