What are the responsibilities and job description for the Project Administrator / Biller position at Hoffman & Hoffman Inc?
Job Title: Project Administrator/Biller
Department: Administration
Location: Greensboro, NC
Employment Type: Full-Time
Position Overview
We are seeking a senior-level Project Administrator/Biller with experience in the specialty construction industry (MEP, electrical, mechanical, fire protection, or similar) to support multiple Project Managers and oversee accurate, compliant project billing. This role plays a critical part in project financial performance and requires a strong understanding of cost projections, contract language, billing requirements, and lien waivers. As an employee-owned company, we value ownership, accountability, and the impact each role has on our shared success.
The ideal candidate is highly organized, detail-oriented, and confident working cross-functionally in a fast-paced construction environment.
Key Responsibilities
Project & Financial Support
- Support multiple Project Managers across active projects
- Track budgets, committed costs, and cost projections; identify and communicate variances
- Assist with project setup, forecasting and change order entry/impact
- Maintain accurate project documentation, including contracts and amendments
Billing & Contract Compliance
- Prepare and submit monthly progress billings (AIA, T&M, and other contract-specific formats)
- Ensure billings align with contract terms, approved change orders, and schedules of values
- Interpret contract language to ensure compliance with billing and documentation requirements
- Coordinate internal billing approvals and respond to customer or GC inquiries
Lien Waivers & Closeout
- Prepare, track, and manage conditional, unconditional and/or sub-tier lien waivers in accordance with state or contract requirements
- Support project closeout, including final billing, retention release, and documentation
- Maintain organized records for audits and internal review
Collaboration & Communication
- Act as a key liaison between Sales, Project Managers, accounting, owners, and customers
- Partner with accounting on payment application, billing corrections, and job reviews
Qualifications
Required
- 5 years of experience in construction project administration and/or billing
- Experience in specialty construction (MEP, electrical, mechanical, fire protection, or similar)
- Strong understanding of construction contracts, billing processes, and job cost tracking
- Working knowledge of conditional, unconditional and sub-tier lien waivers
- Proficiency in Excel and construction ERP/accounting systems
Preferred
- Experience supporting multiple Project Managers and high-volume billing
- Familiarity with systems such as Viewpoint, Sage, Procore, or similar
- Strong organizational and communication skills
What Success Looks Like in This Role
- Accurate, timely, and compliant monthly billings
- Clear communication of cost impacts and billing issues
- Well-organized project documentation and lien records
- Trusted partnership with Project Managers and Accounting
Why Join Us
- Join an employee-owned company where your work directly contributes to shared success
- Be a trusted member of the project team, working closely with Project Managers, accounting, and operations
- Your experience and attention to detail are valued and relied upon
- We offer a collaborative environment built on accountability, communication, and long-term ownership
Work Environment
- Office-based with potential for hybrid work arrangements
- May require travel to other office locations around our footprint (on occasion)
Compensation
- Commensurate with experience.
- Includes benefit package (medical, 401k, PTO, etc.)