Project Manager & Administrative Assistant: Billing & Coordination

SupportFinity™; North Carolina; On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Health, Vision, Dental Insurance

401K after 1 year of service

Paid PTO and Holidays

Job summary

Custom Building Systems in Gastonia, NC seeks a Project Manager/Administrative Assistant to provide administrative support to Project Managers and assist in contract administration.

The role includes managing documents, coordinating meetings, processing invoices, and maintaining project logs. Candidates should have 3+ years in construction administration, strong Microsoft Office skills, and excellent communication abilities; compensation is negotiable.

Qualifications

• 3+ years of experience in Construction Administration or similar role.
• Strong use of Microsoft Office (Word, Excel, Project, etc.).
• Ability to multitask in a fast-paced environment.
• Knowledge of project management processes and documentation.
• Excellent verbal and written communication skills.
• Empathy and situational awareness with detail orientation.

Responsibilities

• Provide general administrative and clerical support to Project Managers.
• Coordinate and manage basic contract administration, proposals, purchase orders and subcontracts under supervision.
• Process contracts, COIs, work orders, change orders, RFIs, submittals, closeouts and logs.
• Collect and organize documents for each project; participate in planning and kickoff meetings.
• Facilitate meetings, take minutes, and follow up on action items.
• Develop systems to maintain project documentation and logs.
• Prepare monthly invoices in approved format per contract.
• Maintain project folders and manage documentation archives.
• Prepare warranties and assist with submittal of Manufacturer Warranties.
• Track change orders and ensure processing per contract documents.
• Coordinate with subcontractors and vendors for required documentation.
• Assist in payment status follow-up with GC/owners and resolve issues with Controller.
• Support bid/budget processes and bid submittals.
• Enter monthly billings and change orders in accounting system.
• Assist Estimating with pre-qualification and bid preparation.

Skills

Microsoft Office

Multitasking

Communication skills

Leadership

Teamwork

Attention to detail

Empathy

Situational awareness

Problem-solving

Trust and initiative

Tools

Microsoft Project

Job description

Custom Building Systems in Gastonia, NC seeks a Project Manager/Administrative Assistant to provide administrative support to Project Managers and assist in contract administration.

The role includes managing documents, coordinating meetings, processing invoices, and maintaining project logs. Candidates should have 3+ years in construction administration, strong Microsoft Office skills, and excellent communication abilities; compensation is negotiable.