Hybrid Project Administrator - Billing & Contracts

EVS, Inc.; Eden Prairie (MN); Hybrid; USD 60,000 - 70,000; Full time

Benefits offered by this job

Health Insurance

Dental and Vision Insurance

STD/LTD Insurance

Life Insurance

Paid Time Off

401k Match

Hybrid / Remote Culture

Job summary

EVS, Inc. is seeking a Project Administrator to join our Minnetonka team in a hybrid-remote setup.

You will handle project financials, invoicing, accounts receivable, and contract administration across EVS projects, coordinating with project managers, clients, and finance staff to ensure accurate records and timely payments. The ideal candidate has 3–5 years of experience in project administration, strong Excel skills, and proficiency with Vantagepoint and MDC.

Qualifications

• Three to five years of experience in project administration, accounting, billing, or a related role.
• Strong understanding of project financial workflows, contract administration, billing procedures, and accounts receivable management.
• Proficiency with Vantagepoint, MDC, and other project management or financial systems.
• Advanced Microsoft Excel skills, including pivot tables, VLOOKUPs, and financial tracking.

Responsibilities

• Set up and maintain project records in Vantagepoint, ensuring accurate project information and financial tracking.
• Manage contract follow-ups, change orders, and client documentation updates.
• Build and maintain strong working relationships with client accounting teams to support efficient invoicing and timely payments.
• Review project timesheet entries, identify discrepancies, and coordinate corrections with project teams.
• Coordinate monthly billing cycles to ensure invoices are accurate and submitted according to client deadlines.
• Partner with project managers to gather billing instructions, confirm project details, and resolve invoicing questions.
• Review Work in Progress (WIP) and make necessary adjustments and corrections before month-end.
• Troubleshoot billing discrepancies and coordinate resolutions between internal teams and clients.
• Conduct biweekly accounts receivable reviews to identify overdue invoices and determine appropriate follow-up actions.
• Communicate proactively with clients regarding outstanding balances and payment status.
• Escalate aging invoices in accordance with company procedures and maintain appropriate follow-up documentation.
• Prepare supporting documentation and detailed responses to client billing inquiries.
• Provide guidance and support to Project Administrator I team members and assist with training new employees on Vantagepoint, billing procedures, project workflows, and client-specific requirements.
• Identify opportunities to improve project administration processes, reporting, and operational efficiency.
• Collaborate with Senior Project Administrators (SPAs) to refine policies, procedures, and reporting methods.
• Lead discussions and facilitate technology and process meetings, including PA-L10, PMO-L10, and accounts receivable meetings, using MDC Boards and other project management tools.
• Assist with subconsultant onboarding by collecting required documentation and initiating Master Service Agreements (MSAs).
• Support LLC invoicing and ensure accurate processing and coordination between Inc and LLC entities.
• Maintain accurate financial records and handle confidential client and company information with professionalism.
• Manage competing priorities and deadlines while taking ownership of assigned responsibilities and following through outstanding items.

Skills

Project administration

Accounts receivable

Billing procedures

Financial workflows

Contract administration

Client communication

Education

Bachelor's degree in business/related field

Tools

Vantagepoint

MDC

Excel

Job description

EVS, Inc. is seeking a Project Administrator to join our Minnetonka team in a hybrid-remote setup.

You will handle project financials, invoicing, accounts receivable, and contract administration across EVS projects, coordinating with project managers, clients, and finance staff to ensure accurate records and timely payments. The ideal candidate has 3–5 years of experience in project administration, strong Excel skills, and proficiency with Vantagepoint and MDC.