Project Administrator

Twining Inc.; Fountain Valley (CA); On-site; USD 30,000 - 47,000; Full time

Benefits offered by this job

Excellent benefits package including 醫

Job summary

Twining Holdings in Fountain Valley, CA is seeking a Project Administrator to manage monthly billing, accounts receivable, project coordination, and heavy data entry for project setup. The role requires attention to detail, strong organizational skills, and the ability to handle multiple tasks in a fast-paced environment.

You will prepare and process invoices, maintain billing records, communicate with clients, support project managers, and help ensure timely revenue recognition.

Qualifications

• Minimum of 3 years of billing experience.
• Accounting/Business Degree preferred.
• Strong MS Excel and Word skills.
• Experience in the construction industry is a plus.
• Knowledge in Deltek/VantagePoint and QESTField is a plus.
• Reliable and punctual; good communication skills.

Responsibilities

• Generate pre-billing reports and work with Project Managers to ensure accurate monthly billing.
• Process monthly invoices with accuracy and capture billable revenues.
• Edit, code, and verify billable items for proper reporting of costs and revenues.
• Generate and import laboratory test reports for billing.
• Maintain billing records and promote good record-keeping.
• Interact with clients and provide billing documents and resolutions on discrepancies.
• Generate billing reports and assist in revenue data analysis.
• Prepare and monitor over-budget reports.
• Review delinquent accounts with CFO/Accounting Manager and Project Managers.
• Daily client contact and note entry detailing conversations/resolutions.
• Research disputed balances with Project Manager to achieve timely resolution.
• Provide notices to clients, contractors, and owners when needed.
• Stay up to date with construction law as related to credit & collections.
• Maintain and update clients' accounts and coordinate project setup information.

Skills

Billing experience

Independent worker

Problem-solving

Communication skills

Team collaboration

Education

High school diploma

Accounting/Business degree preferred

Tools

MS Excel

MS Word

Deltek/VantagePoint

QESTField

Job description

Project Administrator - Fountain Valley, CA

Twining Holdings, an innovative engineering, testing, and inspection Company with 100 years of history, is seeking a Project Administrator for our Fountain Valley facility.

We’re looking for a take-charge professional to handle monthly billing, project coordination and other administrative responsibilities. Position is responsible for monthly billing, accounts receivable, coordination and support of project management, heavy data-entry for project setup, forms preparation and submission, scanning & distribution, scheduling, preparing business correspondence, and fielding phone calls.

Job Duties

• Generate pre-billing reports and will work closely with Project Managers through the review process to ensure accurate monthly billing.
• Process monthly invoices with accuracy and a focus on capturing billable revenues.
• Editing, coding, and verifying billable items to ensure proper reporting of project costs and revenues.
• Generate and import laboratory test reports for billing.
• Maintain proper billing records, archiving, and promotes good record-keeping practices.
• Interaction with clients and provides necessary billing documents and resolutions on billing discrepancies.
• Generating billing reports and assisting in the analysis of revenue data.
• Preparing and monitoring over-budget reports.
• Review the status of delinquent accounts and work with the CFO, Accounting Manager and Project Managers to determine the best course of action.
• Daily client contact and entering of notes detailing conversation/resolution with client.
• Work with the Project Manager to research disputed account balances and solve problems to achieve satisfactory and timely resolution.
• Provide conditional and unconditional notices to clients, general contractors and owners.
• Stay up to date with construction law as related to credit & collections. Protect lien rights for Company by filing Preliminary Notices, Mechanic's Liens and Stop Notices, when necessary, within guidelines of construction law.
• Maintain and update clients' accounts.
• Coordination with Project Managers to obtain proper project set-up information, forms preparation and submission, and scanning & distribution requirements.
• Administrative support to Project Managers including scheduling, preparing business correspondence, fielding phone calls and managing paper flow and timelines as appropriate.
• Build relationships with internal stakeholders (e.g. Project Managers, Sales team, etc.), seek answers, and provide guidance and other data, as needed.

Qualifications

• High school diploma.
• Accounting/Business Degree preferred
• Minimum of 3 years of billing experience.
• Ability to work independently and as part of a team.
• General report-writing/generating skills.
• Business math skills and demonstrated ability to create spreadsheets at an intermediate user level.
• Reliable and punctual.
• Excellent problem-solving skills.
• Strong written and verbal communication skills.
• Intermediate skills in MS Excel, Word, and general software programs.
• Experience in the construction industry is a plus
• Knowledge in Deltek/VantagePoint and/or QESTField is a plus.

Benefits

• Excellent benefits package including medical, dental and 401(k) Plan.

Hourly rate commensurate with experience.

EOE STATEMENT We are an affirmative action participant and equal employment opportunity employer of protected veterans and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.