Project Administrator

IntePros; Pittsburgh (Allegheny County); On-site; USD 55,000 - 75,000; Full time

Job summary

IntePros is seeking a Project Administrator for their Pittsburgh, PA office to support financial operations on a 100% onsite, contract-to-hire basis. The role focuses on invoice generation, cost tracking, expense processing, and coordinating with vendors and clients to ensure accurate project billing.

You will collaborate with Project Managers, Accounting, clients, and subcontractors, maintaining project financial records, reviewing contracts, and assisting with monthly closes.

Qualifications

• Associate's degree in Accounting, Finance, Business Administration, or a related field.
• 1+ years of experience in accounts payable, billing, invoicing, project accounting, or project administration.
• Experience generating invoices, processing expenses, and supporting financial transactions in a deadline-driven environment.
• Understanding of project billing, job costing, contract administration, and project financial reporting.
• Strong proficiency with Microsoft Excel and Microsoft Office.
• Excellent attention to detail with strong data entry, organization, and problem-solving skills.
• Ability to interpret contracts and apply billing requirements accurately.
• Strong communication skills with the ability to collaborate across accounting, project management, and external clients.
• Experience with BST or similar project accounting software is a plus.

Responsibilities

• Generate, review, and finalize client invoices, ensuring accuracy and compliance with contract terms.
• Manage the full project billing cycle, including preparing pre-bill reports, coordinating revisions with Project Managers, and submitting finalized invoices with all required supporting documentation.
• Track and support accounts payable activities for assigned projects.
• Review and process employee expense reports, ensuring timely approvals, accurate coding, and proper reimbursement.
• Maintain project financial records by setting up new projects and updating budgets, billing rates, payment terms, and contract details within the accounting system.
• Interpret contract provisions to ensure invoices, markups, taxes, and billing requirements align with client agreements.
• Monitor project budgets, identify billing or revenue variances, and assist with monthly financial close activities.
• Generate financial and project reports for management and project teams.
• Support timesheet processing and understand labor allocations as they relate to project billing.
• Communicate regularly with internal accounting teams, Project Managers, clients, vendors, and subcontractors regarding billing, invoices, payment status, and financial documentation.
• Provide general administrative support, including document management, filing, travel coordination, and office support as needed.

Skills

strong communication

attention to detail

problem solving

data entry

Education

Associate's degree in Accounting/Finance/Business Admin

Tools

BST project accounting software

Microsoft Excel

Microsoft Office

Job description

Project Administrator (Financial Operations)

Pittsburgh, PA | 100% Onsite | Contract-to-Hire

IntePros is partnering with a leading environmental engineering firm to hire a Project Administrator for their Pittsburgh office. This is an excellent opportunity for someone with strong accounts payable, invoicing, billing, and financial administration experience who enjoys working in a fast-paced, project-driven environment.

In this role, you'll play a key part in supporting project financial operations by managing invoice generation, tracking project costs, processing expenses, coordinating with vendors and clients, and ensuring accurate project billing. You'll work closely with Project Managers, Accounting, clients, vendors, and subcontractors to help keep projects running efficiently from a financial and administrative perspective.

Responsibilities

• Generate, review, and finalize client invoices, ensuring accuracy and compliance with contract terms.
• Manage the full project billing cycle, including preparing pre-bill reports, coordinating revisions with Project Managers, and submitting finalized invoices with all required supporting documentation.
• Track and support accounts payable activities for assigned projects.
• Review and process employee expense reports, ensuring timely approvals, accurate coding, and proper reimbursement.
• Maintain project financial records by setting up new projects and updating budgets, billing rates, payment terms, and contract details within the accounting system.
• Interpret contract provisions to ensure invoices, markups, taxes, and billing requirements align with client agreements.
• Monitor project budgets, identify billing or revenue variances, and assist with monthly financial close activities.
• Generate financial and project reports for management and project teams.
• Support timesheet processing and understand labor allocations as they relate to project billing.
• Communicate regularly with internal accounting teams, Project Managers, clients, vendors, and subcontractors regarding billing, invoices, payment status, and financial documentation.
• Provide general administrative support, including document management, filing, travel coordination, and office support as needed.

Qualifications

• Associate's degree in Accounting, Finance, Business Administration, or a related field.
• 1+ years of experience in accounts payable, billing, invoicing, project accounting, or project administration, preferably within an engineering, construction, consulting, or professional services environment.
• Experience generating invoices, processing expenses, and supporting financial transactions in a deadline-driven environment.
• Understanding of project billing, job costing, contract administration, and project financial reporting.
• Strong proficiency with Microsoft Excel and Microsoft Office.
• Excellent attention to detail with strong data entry, organization, and problem-solving skills.
• Ability to interpret contracts and apply billing requirements accurately.
• Strong communication skills with the ability to collaborate across accounting, project management, and external clients.
• Experience with BST or similar project accounting software is a plus.