Project Administrator

Jobtailor; Massachusetts; On-site; USD 42,000 - 68,000; Full time

Job summary

Jobtailor in Massachusetts is seeking an Administrative Project Billing Specialist to coordinate invoicing, track project costs, and prepare payroll documentation.

You will support service billing, generate reports, monitor accounts receivable, and help resolve billing disputes with internal teams and customers. The role requires a High School diploma or GED, strong communication, and the ability to multitask in a fast-paced environment; HVAC familiarity is a plus.

Qualifications

• High School diploma or GED with up to 2 years related experience and/or training.
• Strong communication skills.
• Proactive approach and ability to work independently and in a team.
• Ability to multitask and meet tight deadlines in a fast-paced environment.
• Familiarity with HVAC systems preferred, not required.
• Flexibility to work overtime and weekends as required.

Responsibilities

• Coordinate with cross-functional team to accurately and timely record project costs, including materials, timesheets, labor hour allocation, and daily reports.
• Initiate invoicing for completed work.
• Prepare payroll documentation and manage technician applied and unapplied time.
• Perform general administrative functions supporting service billings.
• Generate, interpret, and print assigned reports.
• Monitor accounts receivable invoicing status.
• Review, investigate, and help resolve billing disputes with internal teams and customers.
• Communicate with team members, Service Managers, Service Technicians, Service Account Managers, HVAC Field Technicians, customers, and Trane claims.
• Cross-train to cover other service project administrators when staffing needs arise.
• Schedule and participate in internal project team meetings.
• Validate cost to date and reconcile project data in the business system.
• Manage invoicing process, coordinating format, layout, attachments, and mailing with Shared Financial Services.
• Review billing backlog and coordinate resolution of obstacles.

Skills

Project Cost Recording

Payroll Documentation Preparation

Accounts Receivable Monitoring

Report Generation

Billing Backlog Review

Education

High School Diploma

GED

Job description

• Coordinate with cross-functional team members to accurately and timely record project costs, including materials, timesheets, labor hour allocation, and daily reports
• Initiate invoicing for completed work
• Prepare payroll documentation and manage technician applied and unapplied time
• Perform general administrative functions supporting service billings
• Generate, interpret, and print assigned reports
• Monitor accounts receivable invoicing status
• Review, investigate, and help resolve billing disputes with internal teams and customers
• Communicate with team members, Service Managers, Service Technicians, Service Account Managers, HVAC Field Technicians, customers, and Trane claims
• Cross-train to cover other service project administrators when staffing needs arise
• Schedule and participate in internal project team meetings
• Validate cost to date and reconcile project data in the business system
• Manage invoicing process, coordinating format, layout, attachments, and mailing with Shared Financial Services
• Review billing backlog and coordinate resolution of obstacles

Requirements

• High School diploma or GED and up to two (2) years of related experience and/or training, or equivalent combination of education and experience
• Strong communication skills
• Proactive approach and willingness to work independently and as part of a team
• Ability to multitask and work well on a team
• Proven experience prioritizing tasks to meet tight deadlines in a high-paced environment
• Familiarity with HVAC systems preferred, not required
• Flexibility to work overtime and weekends as required

Core Competencies

Demonstrates strong communication and organizational skills while effectively managing invoicing processes, project costs, and billing disputes. Capable of multitasking and prioritizing tasks in a fast-paced environment, with a proactive approach to teamwork and independent work.

Highest-signal resume keywords

• Invoicing Process Management
• Project Cost Coordination
• Billing Dispute Resolution
• Strong Communication Skills
• HVAC Systems Familiarity

ATS Optimization Keywords

Hard Skills

• Project Cost Recording
• Payroll Documentation Preparation
• Accounts Receivable Monitoring
• Report Generation and Interpretation
• Billing Backlog Review

Soft Skills

• Proactive Approach
• Team Collaboration
• Multitasking Ability
• Task Prioritization
• Flexibility

Certifications & Qualifications

• High School Diploma
• GED

Industry Keywords

• HVAC
• Service Billing
• Cross-Functional Team Coordination
• Technician Time Management
• Internal Project Team Meetings