Project Administrator

ORR Protection; Louisville (KY); Hybrid; USD 48,000 - 70,000; Full time

Benefits offered by this job

401K

Health insurance

Dental

Tuition reimbursement

Training & development

Job summary

ORR Protection in Louisville, KY is seeking a Project Administrator to support project entry, billing, and contract compliance across the organization.

The role requires strong budgeting, invoicing, and MS Office skills, with familiarity in Procore, Salesforce, and Odoo being a plus. Hybrid work arrangement and travel for meetings may be required.

Join a company with a 75-year heritage of safety and service, offering comprehensive benefits and a culture that values accountability and teamwork.

Qualifications

• High school diploma or equivalent.
• Associates in Business Administration or similar preferred
• 2+ years experience in construction or similar industry, preferred

Responsibilities

• Embodies company mission to protect people, property and environment.
• Establish relationships with internal/external customers and ensure timely booking and billing.
• Coordinate project entry, budgeting, and payment collection across projects company-wide.
• Maintain communication to resolve open issues delaying contracts, booking and billings.
• Support regional branches and ensure compliance with project requirements and ISO standards.

Skills

Budget tracking

Forecast updates

Project invoicing

Customer communication

Team collaboration

Independent work

Education

Associate in Business Administration

High school diploma

Tools

MS Office

Excel

Adobe Acrobat Pro

Remote meeting tools

Procore

Salesforce

Odoo

Job description

PROJECT ADMINISTRATOR

ABOUT ORR

ORR Protection is a national leader in fire and life safety, delivering intelligent, lifecycle-driven solutions that protect people, property, and business continuity. For more than 75 years, we've built our reputation by serving organizations in mission-critical environments-where performance matters and reliability is essential. As a third-generation, family-owned company, we remain grounded in strong relationships, a commitment to doing the right thing, and a deep sense of responsibility to our customers and our people.

Today, ORR supports associates and customers across all 50 states, combining national expertise with a culture rooted in safety, respect, and care. When you join ORR, you're part of a team dedicated to protecting what matters most, while building a career you can be proud of. Learn more about our company culture here.

SUMMARY

This is an opportunity to join a growing, dynamic and responsible company that fosters the development of our employees. We are seeking a Project Administrator, and this position will be based in Louisville, KY.

This role is responsible for managing project entry and administrative support for projects company-wide. This role also serves an as auditor, ensuring that projects and the contracts related to them are accurate and that proper procedures are followed to promptly book jobs and initiate billing a payment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• All team members must embody the company mission to provide protection for people, property, and the environment in all aspects of their job.
• Establish a business relationship with internal and external customers.
• Provide guidance and support to facilitate accurate and timely booking, entry, billing, and collection of payment on installation jobs, company-wide.
• Maintain a continuous and collaborative line of communication internally and externally to clear any open issues delaying customer processing of contracts, booking, and billings related to projects.
• Provides administrative support, coordinates, and communicates professionally with the regional branches.
• Maintain knowledge of and follow customer contracted project requirements, including submission deadlines.
• Review new job booking packages for accuracy to meet ISO standards and facilitate new project onboarding.
• Performs initial knowledge gathering from customer contracts and customer purchase orders when new projects are acquired to determine project billing requirements.
• Enter approved contract pricing into Odoo in project financials tab and update change orders.
• Includes all related paperwork or portals required by the customer to initiate contract and payment (PO, contract, AIAs, Waivers, OCIP/CCIP, pulling service reports and inquiring about setting up for automatic sending, etc.).
• Review and analyze project budgets for overages and enter budget revisions into ERP system as needed.
• Process and file preliminary liens and lien notices based on existing project thresholds.
• Perform reconciliations of JIP billed/unbilled vs. revenue activity.
• Research and resolve unexplained items with local branch.
• Close Install jobs upon notifications from local branch.
• Attend weekly project meetings with the branches as needed and take meeting notes.
• Assist with back up billing of Install invoicing and high complexity Install billings
• Ensure compliance with the Company's financial policies and procedures as they relate to project entry, billing, budgets and AP guidelines.
• Continually assess ongoing processes to identify areas for potential improvement.
• Protects organization's value by keeping information confidential.
• Updates job knowledge by participating in educational opportunities.
• Other duties as assigned.

MINIMUM EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalent.
• Associates in Business Administration or similar preferred
• 2+ years experience in construction or similar industry, preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Strong service orientation.
• Ability to track budgets, assist with updating forecasts and execute project invoicing.
• Must possess and demonstrate intermediate level (or higher) skillset in MS Office Suite (specifically in Excel or OneDrive), Adobe Acrobat Pro (or similar), and proficient with utilizing remote meeting software (Google Meet, Zoom, etc)
• Experience in Procore, Salesforce and Odoo is a plus,but not required.
• Ability to work well with others under deadline situations and respond appropriately to quick changes in priorities.
• Good written and verbal communication skills, strong organizational skills.
• Ability to work independently, take initiative, set priorities and see projects through to completion.
• Highly self-sufficient and self-motivated.
• Employ problem-solving skills.

Work Environment/Physical Demands

• Hybrid work environment.
• Occasional travel for meetings or events may be required.
• All associates are required to pass a drug screen and background check.

Once you land this position, you'll get to enjoy:

• Working for a company where the associates are viewed as the company's greatest asset.
• Being part of something you can be proud of - making a difference in the health and wellness of people and our planet.
• A growing company with a first-class reputation in our respective industries.
• A culture that is fun, family oriented and entrepreneurial.
• A company that offers a focus on work life balance and encouragement to make a big impact.
• A caring group of associates with a commitment to make the communities we work in better for all.
• Excellent benefits including 401(K), health, life, dental, tuition reimbursement and numerous perks such as training and development.

Equal opportunity Employer / Veterans / Disabled