Project Administration & Billing Coordinator

CIVIL SOLUTIONS ASSOCIATES INC•Reno, NV

About The Position

Eastern Sierra Engineering, a Civil Solutions Company, is seeking a highly organized and detail-oriented Project Administration & Billing Coordinator to join our growing team. This role will play a critical part in supporting day-to-day operations across project administration, billing coordination, onboarding support, and general office operations. The ideal candidate thrives in a fast-paced environment, enjoys managing multiple priorities, and can effectively support both field operations and internal office teams. This position is best suited for someone who is proactive, dependable, highly organized, and able to bring structure and follow-through to a dynamic construction and engineering environment. At Eastern Sierra Engineering, we are dedicated to “Engineering the Earth” by delivering innovative solutions that improve the quality of life for the communities we serve. As a leading firm in civil engineering, geotechnical engineering, construction management, and mix design development, specializing in airports, roadways, and public works projects, we are committed to excellence, safety, and superior client service.

Requirements

3-5 years experience in administrative support, project administration, billing coordination, office operations, or a related role preferred.
Strong attention to detail, organizational skills, and ability to multitask effectively.
Excellent written and verbal communication skills.
Ability to work independently and manage competing priorities in a fast-paced environment.
Proficiency in Microsoft Office Suite, particularly Outlook and Excel.
Positive attitude, strong work ethic, and willingness to learn.

Nice To Haves

Familiarity with invoicing systems, ERP systems, QuickBooks, or similar software is a plus.
Experience within construction, engineering, contracting, or a related industry is strongly preferred.

Responsibilities

Support project managers and operations teams with project-related administrative tasks and billing coordination.
Assist with invoice preparation, tracking, and ensuring timely submission of project billing information.
Perform high-volume data entry while maintaining strong attention to accuracy and detail.
Help organize and maintain project documentation, records, and reporting.
Support onboarding efforts for new hires by assisting with onboarding paperwork, coordination, and employee setup processes.
Serve as a point of contact to help employees navigate onboarding procedures and required documentation.
Coordinate onboarding-related communication between field staff, operations teams, and office personnel.
Provide general office and administrative support across multiple departments.
Answer phones, respond to emails, and assist with day-to-day office operations.
Assist with scheduling, document management, filing, and office organization.
Support internal teams with operational and administrative needs as assigned.
Work closely with project managers, field staff, accounting, and leadership teams to help maintain efficient workflows and communication.
Communicate professionally with employees, clients, vendors, subcontractors, and other stakeholders.
Assist with special projects and process improvement initiatives as needed.