Project Administrator

Twining•Fountain Valley, CA

20d•Onsite

About The Position

Twining Holdings is seeking a Project Administrator for its Fountain Valley, California facility. The role handles monthly billing, accounts receivable, project coordination, and administrative support. It includes heavy data entry for project setup, form preparation and submission, scanning and distribution, scheduling, business correspondence, and phone calls. The Project Administrator works with Project Managers to review and process accurate monthly billing, capture billable revenue, monitor project costs and revenues, and address client billing questions and delinquent accounts. The position also supports project setup and recordkeeping, prepares reports, and helps protect the company’s lien rights in accordance with construction law.

Requirements

High school diploma.
Minimum of 3 years of billing experience.
Ability to work independently and as part of a team.
General report-writing and report-generating skills.
Business math skills and demonstrated ability to create spreadsheets at an intermediate user level.
Reliability and punctuality.
Excellent problem-solving skills.
Strong written and verbal communication skills.
Intermediate skills in MS Excel, Word, and general software programs.

Nice To Haves

Accounting or Business degree preferred.
Experience in the construction industry.
Knowledge of Deltek/VantagePoint and/or QESTField.

Responsibilities

Generate pre-billing reports and work with Project Managers through the review process to ensure accurate monthly billing.
Process monthly invoices accurately, focusing on capturing billable revenues.
Edit, code, and verify billable items to support proper reporting of project costs and revenues.
Generate and import laboratory test reports for billing.
Maintain billing records and archives, and promote good record-keeping practices.
Interact with clients and provide billing documents and resolutions to billing discrepancies.
Generate billing reports and assist with analysis of revenue data.
Prepare and monitor over-budget reports.
Review delinquent accounts and work with the CFO, Accounting Manager, and Project Managers to determine an appropriate course of action.
Contact clients daily and enter notes documenting conversations and resolutions.
Work with Project Managers to research disputed account balances and resolve problems in a timely and satisfactory manner.
Provide conditional and unconditional notices to clients, general contractors, and owners.
Stay current with construction law as it relates to credit and collections.
Protect company lien rights by filing Preliminary Notices, Mechanic’s Liens, and Stop Notices when necessary and within construction-law guidelines.
Maintain and update client accounts.
Coordinate with Project Managers to obtain project setup information and handle form preparation and submission, scanning, and distribution requirements.
Provide administrative support to Project Managers, including scheduling, preparing business correspondence, fielding phone calls, and managing paper flow and timelines.
Build relationships with internal stakeholders, including Project Managers and the Sales team, and seek answers and provide guidance and data as needed.