Invoicing and Project Administrator

Project Administrator – Richmond, VA

IntePros is currently seeking a detail-oriented Project Administrator to join a leading organization in the environmental engineering industry in Richmond, VA!

In this role, you'll play a key part in supporting project financial operations, with a strong focus on invoicing, billing coordination, and ERP/accounting systems. The ideal candidate has hands-on experience managing invoices, maintaining accurate financial records, and working within ERP systems to support project accounting and administrative functions.

Key Responsibilities

• Invoicing & Billing: Manage the full project invoicing cycle, including generating prebill reports, reviewing billing details, making adjustments, preparing invoices, and ensuring timely submission to clients.
• ERP & Accounting Systems: Enter, maintain, and update project financial data within ERP/accounting systems, ensuring accurate contract information, billing rates, budgets, and payment terms.
• Accounts Payable & Receivable: Track outstanding invoices, monitor payments, process employee expense reports, and support AP/AR activities.
• Project Accounting: Support job costing, revenue tracking, budget adjustments, and monthly accounting close processes.
• Contract Administration: Review contract terms to ensure invoices, markups, tax components, and billing structures align with contractual requirements.
• Cross-Functional Collaboration: Work closely with Project Managers, accounting teams, clients, vendors, and subcontractors to resolve billing discrepancies and maintain accurate project records.

Qualifications

• Associate's degree in Accounting, Finance, or a related field required.
• 1+ years of project administration or project accounting experience, preferably within professional services, engineering, or a similar industry.
• Hands-on experience with invoicing, billing processes, and ERP/accounting systems.
• Strong understanding of accounts payable/receivable, job costing, contract administration, and project revenue tracking.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Experience with BST ERP software is highly preferred.
• Strong attention to detail, data entry accuracy, and organizational skills.
• Ability to manage multiple projects, meet billing deadlines, and adapt to changing priorities.
• Excellent communication skills and experience collaborating with Project Managers and accounting teams.
• Valid U.S. driver's license and satisfactory driving record required.

Why This Opportunity?

This is a great opportunity for someone with a background in invoicing, ERP systems, billing, or project accounting to join a growing environmental engineering organization and take ownership of critical financial and administrative processes.

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