Project Administrator

Superhero Fire Protection LLCWestminster, MD
3d

About The Position

At JUDD Fire Protection, our mission is clear: to be the best fire protection contractor in the industry by delivering unmatched service and creating a stable, secure, and fulfilling environment for our team. We’re not just another contractor — we’re a community built on excellence, trust, and a commitment to doing things the right way.

Requirements

  • Progress Billing & Schedule of Values (SOV): Expert understanding of AIA (G702/G703) billing, tracking retainage, and managing project milestones.
  • Accounts Receivable (AR) Practices: Full-cycle AR management, including invoicing, aging report analysis, and collections.
  • Lien Waivers: Knowledge of generating and collecting conditional and unconditional lien waivers.
  • Construction Software: Hands-on experience with Procore [https://www.procore.com/], Sage Intacct [https://www.sage.com/], Foundation, or GC Pay.
  • Advanced Excel: Ability to use Pivot Tables, VLOOKUPs, and complex formulas for data analysis and reporting.
  • MS Office Suite: Proficiency in Outlook (communication) and Word.
  • Attention to Detail: High accuracy in managing high-volume invoices, compliance documents, and project files.
  • Independence: Ability to work autonomously with strong judgment and initiative.
  • Proactive Problem Solving: Capable of resolving discrepancies in billing and collections.
  • Communication: Strong verbal and written skills for interacting with project managers, clients, and subcontractors.

Responsibilities

  • Invoicing & Billing: Prepare and submit accurate construction invoices, including AIA G702/G703 forms, progress billings, and change orders.
  • Collections & Aging: Monitor AR aging reports, follow up on accounts and communicate with contractors to secure payment.
  • Document Control: Review and prepare lien releases (waivers) for signatures and ensure compliance with contract terms.
  • Payment Application: Accurately post and reconcile daily cash receipts, checks, and ACH payments against specific job cost codes.
  • Account Maintenance: Update customer files, manage retainer tracking, and reconcile AR sub-ledgers.
  • Collaboration: Work with Project Managers to review billing worksheets and resolve payment discrepancies
  • Project Setup: Setup and maintain projects in accounting software.
  • Reporting: Attend weekly project meeting with team.
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