Job Title: Project Administrator/Biller
Department: Administration
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.)
Skills Required
- 5+ years of experience in construction project administration and/or billing
- Experience in specialty construction, such as MEP, electrical, mechanical, or fire protection
- 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 or accounting systems
- Experience supporting multiple Project Managers and high-volume billing
- Familiarity with Viewpoint, Sage, Procore, or similar systems
- Strong organizational and communication skills
What We Do
Since 1947, Hoffman & Hoffman, Inc. has served the Carolinas and Virginia in the selection and application of commercial and industrial heating, ventilation, air conditioning, filtration and direct digital control (DDC) systems. In Fall 2009, Hoffman & Hoffman, Inc. opened branch offices in Knoxville and Chattanooga, Tennessee. Hoffman & Hoffman represents manufacturers of the highest quality HVAC equipment and controls available on the market today. Through one of our (14) fourteen regional branch offices, our professional sales engineers can assist you in most commercial/industrial HVAC and filtration projects. We employ Certified Energy Managers (CEM), LEED accredited professionals and professional sales engineers dedicated to meeting the heating, filtration, ventilation and air conditioning needs of engineers, owners and contractors. Delivering engineered, flexible, economical and environmentally responsible solutions for commercial, industrial and institutional heating, ventilating, air conditioning and refrigeration requirements is our top priority.
