Project Administrator

Fidelity Building Services Group•Hanover, MD

27d•Onsite

About The Position

CT/HX is seeking an organized, detail-oriented, and proactive Administrative Specialist to join our team. In this role, you will serve as a backbone of our operational workflows - taking ownership of new client onboarding, project/job setups, cloud-based file architecture, complex project billing (including progress billings), and day-to-day administrative support across the department. The ideal candidate thrives in a fast-paced environment, excels at cross-referencing information for accuracy, and possesses strong organizational, client service, and financial administration skills.

Requirements

2–4+ years of experience in project administration, client onboarding, billing, or general office management
Demonstrated ability to manage client intake workflows professionally and build trust with new accounts.
Direct experience with operational billing practices, including progress billing, unit-based invoicing, and contract billing.
High proficiency with ERP/accounting platforms, CRM tools, and cloud-based document management platforms (e.g., SharePoint, OneDrive, Google Drive, Box).
Meticulous approach to data entry, record keeping, and financial calculations to ensure accuracy across all project and client documentation.
Clear, professional written and verbal communication skills for interfacing with internal teams, leadership, and external clients.
Strong ability to prioritize tasks, manage multiple project timelines simultaneously, and meet firm billing deadlines.

Nice To Haves

experience in HVAC, mechanical service, construction, or trade services is a strong plus

Responsibilities

Lead the end-to-end onboarding process for new accounts, gathering required tax forms, credit applications, certificate of insurance details, and primary contact information.
Set up new customer profiles across core platforms, ensuring all billing parameters, payment terms, and special service requirements are established accurately.
Gather, organize, and verify all essential project documentation, scope details, and contract terms handed off from sales team.
Set up all new jobs, work orders, and project profiles accurately within core business management systems.
File, organize, and maintain electronic project files and customer records within the company’s cloud-based storage system, maintaining standard naming conventions and strict document control.
Prepare, review, and submit accurate progress billings and final milestone invoices in alignment with contract terms and project completion schedules.
Collaborate directly with Coordinators, Service managers, field service technicians, and management to verify percentage of completion, materials, and labor hours before issuing invoices.
Promptly resolve billing questions, account adjustments, or scope discrepancies with clients and internal stakeholders.
Assist accounting with tracking outstanding project invoices and following up on client billing inquiries.
Provide day-to-day administrative support to management and department leadership.
Prepare, format, and review reports, client correspondence, and operational documentation.
Assist with vendor onboarding, purchase order tracking, and routine administrative data entry.
Maintain office digital files and assist in refining administrative processes for maximum efficiency.
Handle other general administrative tasks and special operational projects as assigned.