Contract Administration & Project Billing
About The Position
State Fire is seeking a highly organized, detail-oriented Contract Administration & Project Billing Specialist to support our project and contract administration processes from contract award through project closeout. This position is ideal for someone with experience in construction contract administration, fire protection, project accounting, legal support, or a paralegal background. The successful candidate will be comfortable reviewing contracts, identifying key requirements and risks, tracking billing milestones, managing project documentation, and supporting collections activities. The ideal candidate combines strong analytical skills with exceptional attention to detail and can confidently manage multiple projects while ensuring contractual and billing requirements are accurately maintained.
Requirements
- Experience reviewing and administering contracts from initiation through closeout.
- Strong attention to detail and ability to identify discrepancies or missing documentation.
- Excellent organizational and time management skills.
- Strong critical thinking and problem-solving abilities.
- Proficiency with Microsoft Office, including Excel.
- Ability to manage multiple deadlines and priorities in a fast-paced environment.
- Professional written and verbal communication skills.
Nice To Haves
- Experience in fire protection, construction, service contracting, or a related industry.
- Experience working with lien notices, lien waivers, project billing, and construction documentation.
- Familiarity with AIA billing documentation and pay request processes.
- Paralegal, legal assistant, contract administrator, project administrator, or project accounting experience.
- Understanding of construction contract terminology and project administration practices.
Responsibilities
- Review customer contracts and supporting documentation prior to execution.
- Identify and track key contract requirements including retention, liquidated damages, invoicing requirements, insurance obligations, closeout requirements, and other project-specific terms.
- Assist with contract setup and maintain accurate project records.
- Ensure required documentation is complete before contracts are finalized.
- Prepare and process preliminary lien notices (Pre-Liens).
- Manage lien waiver documentation, including conditional and unconditional waivers.
- Create and maintain Schedule of Values (SOV) documents.
- Track project progress and billing percentages to ensure accurate invoicing.
- Maintain spreadsheets and reporting tools used for billing and contract tracking.
- Participate in monthly project reviews with management to determine billing status and invoicing needs.
- Assist with collection efforts on past-due accounts and customer follow-up.
- Collect, organize, and submit project closeout documentation upon project completion.
- Coordinate with customers, suppliers, and internal team members to obtain required documents.
- Maintain organized electronic and physical records.
- Provide administrative support related to contracts, billing, and project documentation.
Benefits
- Competitive pay based on experience
- Medical, dental, and vision insurance options
- 401(k) retirement plan
- Paid time off
- $50,000 company-paid life insurance
- Opportunities for training and professional growth
- Work with a collaborative and supportive team
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
