Position Overview: We are seeking an experienced Office Administrator with a background in the construction industry, specifically commercial construction billing and project administration.
This role supports project managers, accounting, and field operations by managing billing documentation, compliance paperwork, and financial tracking through QuickBooks and Procore.
This is a key position that helps keep projects flowing smoothly from contract award through final closeout.
Key Responsibilities:
Construction Billing & Financial Support
Prepare and submit AIA Applications for Payment (G702/G703)
Track and manage retainage, progress billing, and final billing
Collect, review, and process conditional and unconditional lien waivers
Coordinate billing documentation with general contractors and owners
Assist with change order tracking and backup documentation
Software & Systems
Enter and manage invoices, job costs, and payments in QuickBooks
Maintain project records, commitments, and billing logs in Procore
Support ERP sync between Procore and QuickBooks
Track subcontractor/vendor compliance and billing status
Administrative & Project Support
Maintain organized digital and paper project files
Assist project managers with contract documents and closeout packages
Coordinate insurance certificates, W-9s, and compliance documents
Answer phones, handle correspondence, and support general office operations
Required Qualifications:
Construction industry experience required (commercial preferred)
Strong working knowledge of:
AIA billing
Lien waivers
Retainage
Experience using QuickBooks (construction environment preferred)
Experience using Procore (or similar construction management software)
Strong attention to detail and document accuracy
Ability to manage multiple projects and deadlines
Preferred Qualifications:
Electrical or MEP contractor experience
Familiarity with subcontractor SOVs and pay applications
Understanding of job cost reporting
Experience working with GCs, owners, and inspectors