Job Costing Administrator

The Job Costing Administrator is responsible for validating and reconciling all job cost data captured in the OneCrew system to ensure accurate project costing prior to billing and closeout. This role serves as a key link between field operations, project management/sales, and accounting by confirming that all labor, material, equipment, and subcontractor costs are properly documented and recorded. The position plays a critical role in protecting job margins and ensuring timely, accurate invoicing.

Key Responsibilities:

• Track project activity and receive updates as field crews complete work in real time
• Assess and validate job profitability by evaluating operational improvements
• Review all job “actuals” entered in the OneCrew system, including:
  • Field labor hours (regular and overtime)
  • Material quantities and delivery tickets
  • Equipment usage (owned and rented)
  • Trucking, hauling, and disposal costs
  • Subcontractor and vendor charges
• Reconcile job cost data against supporting construction documentation, such as:
  • Vendor and supplier invoices
  • Material delivery tickets and weight slips
  • Field timecards and payroll reports
  • Equipment logs and rental agreements
  • Subcontractor invoices and agreements
• Identify missing costs, discrepancies, or misallocations and coordinate with:
  • Field supervisors/foremen
  • Project managers or sales team
  • Vendors and subcontractors
  • Accounting
• Ensure all committed and incurred costs are captured before job closeout
• Validate that job costing aligns with contract scope, change orders, and approved work
• Provide formal sign-off that the job is fully and accurately costed in OneCrew
• Release job to Sales/Project Management for final review of job performance (actual vs. estimated costs, margin analysis)
• Upon Sales approval, confirm readiness for Accounting to invoice, bill, and close out the project
• Support continuous improvement of job costing processes and documentation accuracy

Qualifications:

• Associate’s or Bachelor’s degree in Construction Management, Accounting, Finance, or related field (or equivalent field experience)
• 2+ years of experience in construction job costing, project coordination, or construction accounting
• Familiarity with construction cost categories (labor, materials, equipment, subcontractors, trucking)
• Experience with job costing or ERP systems (OneCrew or similar construction software preferred)
• Strong understanding of construction documentation (tickets, change orders, invoices, etc.)

Heartland Paving Partners is an organization committed to diversity and inclusion to drive our business results and create a better future every day for our diverse employees and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, protected veteran status, or any other characteristic protected by local, state, or federal law and will not be discriminated against on the basis of disability.