Project Administrator

InServ Corp.; Fuquay-Varina (NC); On-site; USD 45,000 - 65,000; Full time

Job summary

InServ Corp. in North Carolina is seeking a Project Administrator to support project administration, billing, accounts receivable, job cost tracking, documentation, and day-to-day administrative functions for assigned projects.

This role collaborates with Project Managers, field personnel, subcontractors, clients, and internal departments to ensure proper organization, documentation, and administration. Responsibilities include maintaining project records, processing billing, payroll entries,

Qualifications

• Associate degree in Engineering, Construction Management, Business, Accounting, or related field preferred.
• Or Six years of documented experience in construction project administration may be considered in lieu of a degree.
• Knowledge of construction management principles, practices, and procedures.

Responsibilities

• Establish project files and startup packages for assigned divisions.
• Process, distribute, and maintain project documentation including change orders, correspondence, and submittals.
• Prepare, enter, and distribute purchase orders for materials, major equipment, and subcontractors.
• Assist PMs with submittal packages and turnover documentation.
• Maintain accurate project records and prepare reports as requested by PMs.
• Maintain project information within Expedition, Timberline Accounting, and other PM systems.
• Process contract, T&M, and NTE billing for assigned PMs.

Skills

Construction management

Blueprints & specs

Communication

Documentation

Detail oriented

Organization

MS Word

MS Excel

PM software

Multitasking

Education

Associate degree

Relevant experience

Tools

Expedition

Timberline Accounting

Project management software

Job description

Founded in 1992, InServ is a full-service industrial contractor serving the life sciences, advanced manufacturing, and food and beverage industries. We specialize in mechanical, electrical and instrumentation, hygienic piping, and HVAC services. With multiple locations across North Carolina, InServ serves clients throughout the Southeast. Our success is built on an unwavering commitment to safety, quality, and schedule adherence. We take pride in delivering reliable solutions while building lasting relationships with our customers and investing in our people.

About the Role

The Project Administrator is responsible for supporting project administration, billing, accounts receivable, job cost tracking, documentation, and day-to-day administrative functions for assigned projects. This position works closely with Project Managers, field personnel, subcontractors, clients, and internal departments to ensure projects are properly organized, documented, and administered.

Responsibilities

Project Administration

• Review new job folders and establish project files for assigned divisions, including job setup sheets, project notebooks, and startup packages for Project Managers and field personnel.
• Process, distribute, and maintain project documentation, including change orders, correspondence, transmittals, estimates, and other project records.
• Prepare, enter, and distribute formal purchase orders for materials, major equipment, and subcontractors.
• Assist Project Managers with the preparation, distribution, and follow-up of project submittal packages.
• Assist with the initial preparation and ongoing maintenance of project turnover documentation required by clients.
• Maintain accurate and organized project records and prepare reports as requested by Project Managers.
• Maintain project information within Expedition, Timberline Accounting, and/or other project management systems and project notebooks.
• Ensure project correspondence and documentation are properly captured and maintained within applicable project management systems.
• Maintain updated correspondence within Project Manager and Superintendent project files.
• Process contract, Time & Material (T&M), and T&M Not-to-Exceed (NTE) billing for assigned Project Managers.
• Assist Project Managers with the preparation of monthly progress billing documentation.
• Process job-related payroll entries for assigned projects.
• Process Accounts Payable invoices for assigned Project Managers.
• Prepare, monitor, and evaluate project cost and productivity reports.

Project Coordination

• Serve as a liaison between Project Managers, clients, subcontractors, and InServ personnel when needed.
• Assist Project Managers with researching information and processing daily paperwork and correspondence necessary for effective project operations.
• Prepare agendas, take meeting notes, and distribute minutes for weekly construction meetings.
• Assemble and distribute correspondence for Superintendent project files.
• Support Project Managers and field personnel with administrative needs throughout the project lifecycle.

Qualifications

• Associate degree in Engineering, Construction Management, Business, Accounting, or a related field preferred.
• Or Six years of documented experience in construction project administration, billing, job cost, or a related field may be considered in lieu of a degree.

Required Skills

• Knowledge of construction management principles, practices, and procedures.
• Ability to read, interpret, and understand construction blueprints, plans, specifications, and related project documentation.
• Strong written and verbal communication skills.
• Ability to produce clear, professional written documentation with appropriate grammar, punctuation, and organization.
• Strong attention to detail and ability to accurately interpret information and follow established policies and procedures.
• Excellent problem-solving and organizational skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced project environment.
• Proficiency with Microsoft Word and Microsoft Excel.
• Working knowledge of construction/project management and accounting software.
• Ability to work effectively with Project Managers, field personnel, subcontractors, clients, and internal stakeholders.

Preferred Skills

• Experience supporting construction projects preferred.

Equal Opportunity Statement

InServ is proud to be an Equal Opportunity Employer committed to building a diverse and inclusive workforce. We consider all qualified applicants without regard to race, color, age, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, genetic information, or any other characteristic protected by law.