Construction Project Admin & Billing Specialist

JF Group; Shrewsbury (LA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive pay

401(k) with company match

Paid time off

Paid holidays

Health benefits (medical, vision, and

Disability coverage

Company-provided life insurance

Bonus program eligibility

Job summary

JF Petroleum Group is seeking a PROJECT ADMINISTRATOR to support multiple construction projects from initiation to closeout. You will work with project managers, field staff, vendors, and customers to ensure accurate records, timely billing, and compliant documentation.

The role emphasizes budgeting, invoicing, and procurement activities, with opportunities to contribute to process improvements and ERP workflows across diverse clients and projects.

Qualifications

• Three or more years of project administration or related experience.
• Experience with Paylocity, Procore, and Sage is preferred.
• Strong organizational and communication skills.
• Ability to manage multiple projects, priorities, and deadlines.
• Proficiency with standard office software and ERP systems.
• Must pass drug screening, criminal background check, and motor vehicle record requirements when driving for the company.

Responsibilities

• Review and validate contracts and project documentation.
• Convert approved quotes to jobs and establish projects within the ERP system.
• Ensure project financial setup, budgets, and documentation align with contracts and procedures.
• Establish and maintain project files, including safety and training documentation.
• Assist with obtaining subcontractor, rental equipment, and material quotes.
• Create and maintain purchase orders for projects.
• Process vendor and subcontractor invoices; verify against budgets and POs.
• Monitor open purchase orders and job-cost reports; coordinate reviews with PMs.
• Follow up with Accounts Payable on invoices as needed.
• Coordinate project billing including pay applications and schedules of values.
• Assist with collection activities related to outstanding invoices.
• Obtain and maintain COIs, W-9s, bonds, lien waivers, and payroll docs.
• Assist with permit submissions and track status through completion.
• Prepare site paperwork, safety plans, and access credentials.

Skills

Project administration

Multitasking

Communication skills

Attention to detail

Budgeting / invoicing experience

Education

High school diploma or GED

College coursework in business/ construction management

Tools

Paylocity

Procore

Sage

Job description

JF Petroleum Group is seeking a PROJECT ADMINISTRATOR to support multiple construction projects from initiation to closeout. You will work with project managers, field staff, vendors, and customers to ensure accurate records, timely billing, and compliant documentation.

The role emphasizes budgeting, invoicing, and procurement activities, with opportunities to contribute to process improvements and ERP workflows across diverse clients and projects.