Invoicing and Project Administrator

Intepros; Richmond (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

IntePros is seeking a detail-oriented Project Administrator to join its environmental engineering team in Richmond, VA. You will support project financial operations with a strong focus on invoicing, billing coordination, and ERP/accounting systems.

Responsibilities include managing the full invoicing cycle, maintaining accurate financial records, and collaborating with project managers and accounting teams to ensure timely billing and accurate project revenue tracking.

Qualifications

• Associate's degree in Accounting, Finance, or a related field is required.
• 1+ years of project administration or project accounting experience, preferably in professional services, engineering, or a similar industry.
• Hands-on invoicing, billing processes, and ERP/accounting systems experience.

Responsibilities

• Manage the full project invoicing cycle, including prebill reports, review, adjustments, and client invoicing.
• Enter and maintain project financial data in ERP/accounting systems with accurate contract info, billing rates, budgets, and payment terms.
• Track accounts payable and receivable, process expense reports, and support AP/AR activities.
• Assist with job costing, revenue tracking, budgeting, and monthly close processes.
• Review contract terms to ensure invoices, markups, tax components, and billing structures align with agreements.
• Collaborate with Project Managers, accounting teams, clients, vendors, and subcontractors to resolve billing discrepancies.

Skills

Invoice management

Billing coordination

ERP knowledge

Education

Associate's degree in Accounting/Finance or related field

Tools

BST ERP

Microsoft Excel

Job description

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.