Construction Project Administrator: Scheduling, Billing & Docs

JF Group; Metairie, Northern (LA, KY); Hybrid; 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, including medical, v


Company-provided life insurance

Bonus program eligibility

Job summary

JF Petroleum Group is seeking a PROJECT ADMINISTRATOR to provide administrative, financial, and process support across the construction project lifecycle. You will work with project managers, field personnel, customers, subcontractors, and vendors to ensure projects are established, documented, billed, tracked, and closed according to company procedures.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple projects simultaneously.

Qualifications

• High school diploma or GED required.
• Three+ years in project/office administration or related roles.
• College coursework or a degree in business, accounting, construction management, or project management preferred.
• Experience with Paylocity, Procore, and Sage is preferred but not required.
• Strong organizational, communication, and detail-oriented abilities.
• Ability to manage multiple projects, priorities, and deadlines.

Responsibilities

• Review and validate contracts and project documents.
• Convert approved quotes to jobs and set up projects in ERP.
• Ensure project financial setup, budgets, and docs align with contracts.
• Maintain project files including safety and training docs.
• Obtain quotes from subcontractors, equipment and material vendors.
• Create and manage purchase orders for projects.
• Process vendor and subcontractor invoices against budgets and POs.
• Monitor open purchase orders and job-cost reports; report discrepancies.
• Coordinate with PMs about project billing and cutoff dates.
• Process billing in ERP (pay apps, SVs, retainage).
• Assist with collections related to outstanding invoices.
• Obtain COIs, W-9s, bonds, lien waivers, payroll docs as required.
• Assist with permit submissions and track status.
• Prepare site documentation, security credentials, safety plans.
• Coordinate travel for field crews (hotel, PO, per diem).
• Process payroll/time-entry data by deadlines.
• Maintain communication with customers, contractors, vendors, field staff.
• Participate in coordination meetings; support audits.
• Maintain organized project files and closeout documentation.
• Archive completed project files.
• Track training and certifications; renewals as required.
• Support special projects and other duties as assigned.

Skills

Multi-project coordination

Strong communication skills

Attention to detail

Proficiency with office software

Education

High school diploma or GED

College coursework in business or related field

Bachelor's degree preferred

Tools

Paylocity

Procore

Sage

Job description

JF Petroleum Group is seeking a PROJECT ADMINISTRATOR to provide administrative, financial, and process support across the construction project lifecycle. You will work with project managers, field personnel, customers, subcontractors, and vendors to ensure projects are established, documented, billed, tracked, and closed according to company procedures.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple projects simultaneously.