Project Administrator / Biller

Hoffman-; Charlotte (NC); Hybrid; USD 80,000 - 110,000; Full time

Job summary

Hoffman is seeking a senior-level Project Administrator/Biller to support multiple Project Managers on active projects in a specialty construction environment. The role requires in-depth knowledge of cost projections, contract language, and lien waivers to ensure compliant, accurate billings and project financial performance.

The ideal candidate will be highly organized, detail-oriented, and able to work cross-functionally in a fast-paced setting.

Qualifications

• 5+ years of experience in construction project administration and/or billing.
• Strong understanding of construction contracts, billing processes, and job cost tracking.
• Working knowledge of conditional, unconditional and sub-tier lien waivers.

Responsibilities

• Support multiple Project Managers across active projects.
• Track budgets, committed costs, and cost projections; identify and communicate variances.
• Assist with project setup, forecasting and change order entry/impact.
• Maintain accurate project documentation, including contracts and amendments.
• Prepare and submit monthly progress billings (AIA, T&M, and other contract-specific formats).
• Ensure billings align with contract terms, approved change orders, and schedules of values.
• Interpret contract language to ensure compliance with billing and documentation requirements.
• Coordinate internal billing approvals and respond to customer or GC inquiries.
• Prepare, track, and manage lien waivers in accordance with state or contract requirements.
• Support project closeout, including final billing, retention release, and documentation.
• Maintain organized records for audits and internal review.
• Act as a liaison between Sales, Project Managers, accounting, owners, and customers.
• Partner with accounting on payment application, billing corrections, and job reviews.

Skills

Project administration

Billing

Contract management

Excel

Lien waivers

Tools

Procore

Viewpoint

Sage

Job description

We are seeking a senior-level Project Administrator/Biller with experience in the specialty construction industry (MEP, electrical, mechanical, fire protection, or similar) to support multiple Project Managers and oversee accurate, compliant project billing. This role plays a critical part in project financial performance and requires a strong understanding of cost projections, contract language, billing requirements, and lien waivers. As an employee-owned company, we value ownership, accountability, and the impact each role has on our shared success.

The ideal candidate is highly organized, detail-oriented, and confident working cross-functionally in a fast-paced construction environment.

Key Responsibilities

• Support multiple Project Managers across active projects
• Track budgets, committed costs, and cost projections; identify and communicate variances
• Assist with project setup, forecasting and change order entry/impact
• Maintain accurate project documentation, including contracts and amendments
• Prepare and submit monthly progress billings (AIA, T&M, and other contract-specific formats)
• Ensure billings align with contract terms, approved change orders, and schedules of values
• Interpret contract language to ensure compliance with billing and documentation requirements
• Coordinate internal billing approvals and respond to customer or GC inquiries
• Prepare, track, and manage conditional, unconditional and/or sub-tier lien waivers in accordance with state or contract requirements
• Support project closeout, including final billing, retention release, and documentation
• Maintain organized records for audits and internal review
• Act as a key liaison between Sales, Project Managers, accounting, owners, and customers
• Partner with accounting on payment application, billing corrections, and job reviews

Qualifications

Required

• 5+ years of experience in construction project administration and/or billing
• Experience in specialty construction (MEP, electrical, mechanical, fire protection, or similar)
• Strong understanding of construction contracts, billing processes, and job cost tracking
• Working knowledge of conditional, unconditional and sub-tier lien waivers
• Proficiency in Excel and construction ERP/accounting systems

Preferred

• Experience supporting multiple Project Managers and high-volume billing
• Familiarity with systems such as Viewpoint, Sage, Procore, or similar

What Success Looks Like in This Role

• Accurate, timely, and compliant monthly billings
• Clear communication of cost impacts and billing issues
• Well-organized project documentation and lien records
• Trusted partnership with Project Managers and Accounting

Why Join Us

• Join an employee-owned company where your work directly contributes to shared success
• Be a trusted member of the project team, working closely with Project Managers, accounting, and operations
• Your experience and attention to detail are valued and relied upon
• We offer a collaborative environment built on accountability, communication, and long-term ownership
• Office-based with potential for hybrid work arrangements
• May require travel to other office locations around our footprint (on occasion)

Compensation

• Commensurate with experience.