Construction Project Admin & Billing Specialist

West Chester Mechanical Contractors, INC.; Aston Township (PA); On-site; USD 42,000 - 64,000; Full time

Job summary

West Chester Mechanical Contractors, Inc. in Aston, PA is seeking a Project Administrator to support project managers and the accounting team, handling administrative and financial tasks across construction projects.

You will prepare monthly billings, enter invoices, track permits, maintain project records, and coordinate with vendors and municipalities while managing multiple deadlines in a fast-paced environment.

Qualifications

• Previous administrative or accounting experience within the construction industry preferred.
• Experience with Trimble Spectrum accounting software strongly preferred.
• Proficiency in Microsoft Excel.
• Experience with Procore and/or Textura is a plus.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, deadlines, and priorities.
• Strong written and verbal communication skills.
• Comfortable working directly with Project Managers, accounting personnel, vendors, subcontractors, and municipalities.

Responsibilities

• Work directly with Project Managers to support the day-to-day administrative needs of construction projects.
• Prepare and process monthly project billings.
• Process billing through Spectrum, Procore, Textura, and other customer-required platforms.
• Enter vendor and subcontractor invoices into our accounting system and ensure they are coded to the appropriate project and cost category.
• Assist with tracking project billing, documentation, and outstanding items.
• Coordinate with Project Managers to obtain required permits for projects in the municipalities where work is being performed.
• Track permit applications, approvals, and required project documentation.
• Maintain organized and accurate project records.
• Assist Project Managers and Accounting with additional project-related administrative tasks as needed.

Skills

Organizational skills

Tools

Trimble Spectrum

Procore

Textura

Microsoft Excel

Job description

West Chester Mechanical Contractors, Inc. in Aston, PA is seeking a Project Administrator to support project managers and the accounting team, handling administrative and financial tasks across construction projects.

You will prepare monthly billings, enter invoices, track permits, maintain project records, and coordinate with vendors and municipalities while managing multiple deadlines in a fast-paced environment.