Project Admin

Jobot; Illinois; On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) with company matching

Paid Time Off and holidays

Career stability and growth

Job summary

Jobot is seeking a Project Billing Specialist in the Chicago area to manage project billings, portal administration, and receivables under the supervision of the Senior Project Accountant.

You will collaborate with Project Managers and clients to ensure timely, accurate invoicing, verify AIA documents, and manage change orders and subcontractor documentation. A strong focus on detail and cross-functional communication is essential.

Qualifications

• 2–4+ years of hands-on project billing or AR experience in construction or related contracting industry.
• Experience with AIA Billing (G702/G703) and lien waivers a plus.
• Proficiency with construction accounting systems and web-billing portals (Textura/Ariba).

Responsibilities

• Prepare, process, and submit monthly progress billings across AR and web-billing portals.
• Generate and review AIA billing documents and lien waivers.
• Process change orders and T&M billings; track retainage and payments.
• Interface with Project Managers and clients to resolve billing discrepancies.
• Collect lien waivers and supporting documentation from subcontractors upon project requests.

Skills

Project billing

Accounts receivable

Client portal admin

Communication

Attention to detail

Tools

Textura

Ariba

Penta

Sage

Excel

Job description

Job Title

Project Admin

Location

Willowbrook, IL (Greater Chicago Area)

Industry

Construction (Specialty Contracting / Infrastructure)

We are a premier specialty and utility contractor seeking a Project admin to manage specialized project billings, client portal administration, and receivable workflows across active operations. Working under the supervision of the Senior Project Accountant, you will collaborate closely with Project Managers and clients to ensure timely and accurate billing.

Details

Salary: $60,000 - $70,000 per year

Join a premier Chicago-area specialty contractor as a Project Billing Specialist and enjoy strong compensation ($70k–$80k), comprehensive benefits, and annual profit sharing after 1 year!

Full-time, direct-hire position

Eligible for annual profit sharing after 1 year

Benefits

• Comprehensive health, dental, and vision insurance
• 401(k) plan with company matching
• Paid Time Off (PTO) and paid holidays
• Career stability and growth within a prominent regional contractor

Key Responsibilities

• Project Billing & Portal Uploads: Prepare, process, and submit monthly progress billings across standard accounts receivable and electronic web-billing platforms (Textura, Ariba, etc.).
• AIA Documentation & Compliance: Generate and review AIA billing documents (G702/G703 schedules of values), sworn statements, and conditional/unconditional lien waivers.
• Change Orders & T&M: Process project change orders, manage Time & Materials (T&M) billings, and track project retainage.
• Cross-Functional Communication: Interface directly with Project Managers and clients to resolve billing discrepancies, track payment statuses, and ensure contract compliance.
• Subcontractor Coordination: Request and collect required lien waivers and supporting billing documentation from subcontractors upon project requests.

Qualifications & Experience

• Experience: 2–4+ years of hands‑on project billing or AR experience within the construction or specialty subcontracting industry.
• Core Technical Skills: Proven experience with AIA Billing (G702/G703), Lien Waiver processes, Change Orders, and T&M billings from day one.
• Software Proficiency: Hands‑on experience with construction accounting systems (Penta experience is a major plus, Sage/Viewpoint/Foundation also welcome), Microsoft Excel, and web‑billing portals such as Textura or Ariba.
• Communication: Excellent organizational skills, strong attention to detail, and clear verbal/written communication when interfacing with clients and project managers.

Equal Opportunity Employer

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, and local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

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