Project Admin & Billing Coordinator

Technibus, Inc.; Rayville (LA); On-site; USD 37,000 - 51,000; Full time

Job summary

Technibus, Inc. is seeking a Project Manager Assistant to handle administrative duties for assigned projects, ensuring compliance with contractual obligations and company requirements.

You will manage word processing, filing, timekeeping, records, billing documents, and procurement, while supporting project delivery and client interaction. You will self-manage workload, track progress, prepare reports, maintain dashboards, and assist the accounting team on site across multiple projects.

Qualifications

• Must possess at least a High School diploma or GED equivalency.
• Must have minimum three years working experience.
• Must have minimum two years of experience in a related telecommunications or construction administrative position.
• Proficient with Microsoft Office (Word, Excel and MS Project).
• Must be able to travel within branch territory and/or regional territory as needed.
• Must be able to learn Company and customer project management systems.
• Regular attendance is mandatory.

Responsibilities

• Perform assigned word processing, general filing, timekeeping, records management, correspondence and assigned project related financial documents processing.
• Self-manage assigned workload distribution.
• Monitor, record and report project/job administrative progress and project/work related quality and safety issues and provide periodic reports on status to assigned supervisor.
• Effectively coordinate and maintain all project financial documents, software system inputs and related billing/invoicing issues per Company policies and procedures.
• Monitor, record and report project/work related quality and safety issues to assigned supervisor.
• Act as the project administrator for interface with customer representative(s).
• Create, develop, implement and revise project process improvement(s).
• Able to preserve confidential information; self-sufficient problem solver; work with little or no supervision and handle multiple projects simultaneously.
• Manage calendars, schedule meetings and arrange travel itineraries, management of daily office activities.
• Assist the program accounting department, on multiple project sites, by spot checking Labor, Material, Other-expenses and Subcontractor costs that roll up into monthly Program reports.
• Review project site expenses.
• Screen telephone calls, resolve routine and complex inquiries. Tracking vacation & time off requests, maintain attendance database for Program employees.
• Interact and track program level billing, reporting and metrics (SPI’s, KPI’s, CPM)
• Maintain, check and revise program level dashboard reports due to client.
• Prepare & maintain daily reports for purchasing manager. Verify purchase orders for accuracy. Open and sort incoming mail.
• Able to create, correct and revise complex Excel spreadsheets, tables, charts and graphs.
• Schedule and help manage weekly and monthly meetings.
• Support document control, spot check and maintain accuracy and delivery to our customer.
• Conduct audits to ensure vendor/subcontractor compliance. Review invoices for accuracy and assist preparation for payment (supporting role)
• Perform reporting audits for accuracy and overall delivery (safety reports, QA, labor forecasts)
• Maintain program level dashboards, input, data acquisition, collection
• Minimal to low level travel. Travel to project sites 1-3 day trips may be required on quarterly frequency, based on program level requirements of our customer
• Other responsibilities as assigned.
• Excel Spreadsheet experience required

Skills

Self-motivation

Problem solving

Critical thinking

Communication

Education

High School diploma or GED

Tools

Microsoft Word

Microsoft Excel

MS Project

Job description

Technibus, Inc. is seeking a Project Manager Assistant to handle administrative duties for assigned projects, ensuring compliance with contractual obligations and company requirements.

You will manage word processing, filing, timekeeping, records, billing documents, and procurement, while supporting project delivery and client interaction. You will self-manage workload, track progress, prepare reports, maintain dashboards, and assist the accounting team on site across multiple projects.