Job Overview
We are seeking a Project Administrator is to support project execution through accurate setup, billing, and documentation. It ensures timely invoicing, financial tracking, and coordination across departments. The role helps maintain organized records and supports smooth operational and billing processes.
Role Specific Responsibilities:
Project Setup & Documentation
- Create and maintain project folders on the shared drive, ensuring accurate documentation of contracts, correspondence, invoice summaries, billing dates, and customer files.
- Set up new customers in internal systems and maintain quote and rental contract records.
Billing & Financial Coordination
- Prepare and submit accurate invoices, lien waivers, and signature approvals, ensuring all required documentation is included.
- Coordinate billing setup, including:
- Rental and technician orders
- Freight charges and returns
- Verify billing accuracy against purchase orders and customer account details.
Project & Equipment Tracking
- Monitor equipment rental periods, start/stop dates, and manage off-rent status.
- Communicate with AW/FJC teams regarding equipment returns and billable damages.
Reporting & Forecasting
- Maintain up-to-date backlog and invoice tracking spreadsheets.
- Submit monthly financial reports and assist with forecasting.
- Track and analyze monthly project numbers across all regions, including Canada.
Administrative Support
- Collaborate with the Houston team to ensure projects are ready for billing.
- Perform general administrative tasks to support billing operations and project execution.
Health, Safety & Environment:
- You have a duty to take care of your own health and safety and that of others who may be affected by your actions at work.
- You will carry out assigned tasks and duties in a safe manner, in accordance with instructions, and comply with all Health, Safety & Environmental rules, policy, procedures, regulations and codes of practice.
- You must also co-operate with management and co-workers to help everyone meet their legal obligations.
- Ensure that you follow any instructions or health, safety & environmental training the Company provides and report any hazards, injuries or ill health that present a serious and imminent risk.
- Ensure that you follow any instructions or health, safety & environmental training provided by the company and report any hazards, injuries or ill health that present a serious and imminent risk and inform your line manager about any shortcomings you identify within your health and safety arrangement.
Work Experience Required:
- 2–4 years of experience in a project coordination, billing, or administrative support role.
- Experience in construction, industrial services, oil & gas, or equipment rental industries preferred.
- Familiarity with handling contracts, purchase orders, and financial documentation.
- Prior experience with ERP or billing systems (e.g., SAP, Oracle, QuickBooks) is advantageous.
Skills & Knowledge Required:
- Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
- Proficient in Microsoft Office, especially Excel (spreadsheets, tracking, and reporting).
- Knowledge of billing and invoicing practices, including lien waivers and mobilization fees.
- Ability to read and verify purchase orders and customer account details.
- Strong attention to detail and accuracy in financial and administrative documentation.
- Clear and professional communication skills, both written and verbal.
- If you are passionate about supporting project teams and thrive in a dynamic environment, we encourage you to apply for this exciting opportunity as a Project Administrator.
Job Type: Full-time
Pay: $24.00 - $27.00 per hour
Benefits:
- 401(k) matching
- Employee assistance program
- Flexible spending account
- Health savings account
- Life insurance
Experience:
- Project coordination, Billing, Administrative: 2 years (Required)
- SAP: 1 year (Required)
Work Location: In person
