Property Maintenance Project Administrator

Position Summary

The Project Administrator provides administrative, financial, and operational support to the Property Maintenance Division. This role serves as the central point of coordination for billing, project documentation, customer communication, subcontractor compliance, and project tracking, ensuring work is completed accurately, efficiently, and in accordance with customer requirements.

The ideal candidate is highly organized, self-motivated, and able to work independently while managing multiple priorities in a fast-paced environment.

Essential Duties & Responsibilities

Billing & Financial Management

• Prepare monthly billing for a portfolio of 30 commercial properties.
• Review labor hours, equipment, materials, and project costs to ensure complete and accurate billing.
• Monitor Time & Material, Purchase Order, and small work order projects and bill according to customer requirements.
• Track payment history and follow up on outstanding invoices.
• Review invoices and pay applications for accuracy and approve or reject based on completed work and supporting documentation.

Project Administration

• Maintain detailed and organized project records throughout the project lifecycle.
• Prepare proposals, reports, correspondence, and project documentation.
• Ensure project documentation is accurate, current, and properly maintained.
• Assist with project tracking and administrative processes to support department operations.

Customer & Team Coordination

• Serve as a point of contact for customers requesting maintenance services.
• Coordinate communication between field personnel, office staff, subcontractors, vendors, and customers.
• Provide administrative support to the Field Supervisor and assist with various operational needs.
• Collaborate with project managers and field personnel to ensure projects remain organized and on schedule.

Contracts & Compliance

• Coordinate subcontract agreements for larger project scopes.
• Maintain subcontractor compliance by tracking insurance certificates, licenses, and required documentation.
• Maintain vendor and subcontractor records including but not limited to purchase orders, change orders, supplemental billing documents, and closeout documents.

Administrative Support

• Utilize Sage Intacct, Titanium, Miter, Microsoft Office, and other software systems to manage projects and billing.
• Maintain accurate filing systems and detailed project documentation.
• Assist with process improvements and other departmental responsibilities as assigned.

Qualifications

• Excellent attention to detail and organizational skills.
• Ability to work independently with minimal supervision while taking ownership of assigned responsibilities.
• Strong critical thinking and problem-solving skills with the ability to exercise sound judgment.
• Ability to prioritize multiple tasks and meet recurring deadlines.
• Strong time management skills in a fast-paced environment.
• Exceptional written, verbal, and interpersonal communication skills.
• Professional and customer-focused demeanor.
• Proficiency in Microsoft Office (Excel, Outlook, Word).
• Experience with Sage Intacct or similar ERP/accounting software is preferred.
• Willingness to learn new software systems, processes, and industry practices.
• Ability to collaborate effectively with office staff, field personnel, subcontractors, vendors, and customers.
• High level of accuracy and commitment to maintaining detailed records.
• Self-motivated, dependable, and proactive.
• Experience in construction, property maintenance, project administration, accounting, or a related field is preferred but not required.

Success in This Role

A successful Project Administrator will:

• Keep projects organized and running smoothly behind the scenes.
• Ensure billing and documentation are accurate and completed on time.
• Communicate professionally with customers, subcontractors, and internal teams.
• Identify discrepancies and proactively resolve issues before they impact projects or customer satisfaction.
• Take initiative and ownership while working independently.
• Adapt quickly to changing priorities and support the needs of the project team.

Pay: $18.00 - $21.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $18 - $21