Note: The job is a remote job and is open to candidates in USA. EVS, Inc. is hiring a Project Administrator to support project financial management, contract administration, billing, and accounts receivable across its projects. The role maintains accurate project records, coordinates invoicing and collections, supports project managers and clients, and helps improve workflows and train team members.
Responsibilities
- Set up and maintain project records in Vantagepoint, ensuring accurate project information and financial tracking
- Manage contract follow-ups, change orders, and client documentation updates
- Build and maintain strong working relationships with client accounting teams to support efficient invoicing and timely payments
- Review project timesheet entries, identify discrepancies, and coordinate corrections with project teams
- Coordinate monthly billing cycles to ensure invoices are accurate and submitted according to client deadlines
- Partner with project managers to gather billing instructions, confirm project details, and resolve invoicing questions
- Review Work in Progress (WIP) and make necessary adjustments and corrections before month-end
- Troubleshoot billing discrepancies and coordinate resolutions between internal teams and clients
- Conduct biweekly accounts receivable reviews to identify overdue invoices and determine appropriate follow-up actions
- Communicate proactively with clients regarding outstanding balances and payment status
- Escalate aging invoices in accordance with company procedures and maintain appropriate follow-up documentation
- Prepare supporting documentation and detailed responses to client billing inquiries
- Provide guidance and support to Project Administrator I team members and assist with training new employees on Vantagepoint, billing procedures, project workflows, and client-specific requirements
- Identify opportunities to improve project administration processes, reporting, and operational efficiency
- Collaborate with Senior Project Administrators (SPAs) to refine policies, procedures, and reporting methods
- Lead discussions and facilitate technology and process meetings, including PA-L10, PMO-L10, and accounts receivable meetings, using MDC Boards and other project management tools
- Assist with subconsultant onboarding by collecting required documentation and initiating Master Service Agreements (MSAs)
- Support LLC invoicing and ensure accurate processing and coordination between Inc and LLC entities
- Maintain accurate financial records and handle confidential client and company information with professionalism
- Manage competing priorities and deadlines while taking ownership of assigned responsibilities and following through outstanding items
Skills
- Bachelor's degree in Business, Accounting, Project Management, or a related field, or equivalent relevant work experience
- Three to five years of experience in project administration, accounting, billing, accounts receivable, or a related role
- Strong understanding of project financial workflows, contract administration, billing procedures, and accounts receivable management
- Proficiency with Vantagepoint, MDC, and other project management or financial systems
- Advanced Microsoft Excel skills, including pivot tables, VLOOKUPs, and financial tracking
- Ability to navigate client platforms and adapt to varying invoicing requirements and procedures
- Strong attention to detail and accuracy when managing project records, invoices, contracts, and financial data
- Demonstrated ability to identify and resolve billing discrepancies and other project financial issues
- Strong organizational and time management skills, with the ability to balance multiple projects, client requirements, and deadlines
- Excellent communication and interpersonal skills, with the ability to work effectively with project managers, finance teams, clients, and colleagues
- Professional and client-focused approach to managing billing inquiries, payment follow-ups, and financial issues
- Ability to work independently, take initiative, and escalate complex issues appropriately
- Commitment to confidentiality and professionalism when handling sensitive financial and client information
- Willingness to support and train colleagues and contribute to continuous process improvement
- Adaptability when responding to changing client requirements, internal processes, and workload fluctuations
Benefits
- For full-time employees: Health Insurance (Medical through United Healthcare/UMR)
- For full-time employees: Dental and Vision Insurance
- For full-time employees: STD (Short-Term Disability) and LTD (Long-Term Disability) Insurance
- For full-time employees: Life Insurance
- For full-time employees: EAP (Employee Assistance Program)
- For full-time employees: Paid Time Off
- For full-time employees: 401k Match
- For full-time employees: Choice Benefit
- For full-time employees: Flexible Work Time
- For full-time employees: Performance-Based Bonus
- For full-time employees: Point-Based Recognition
- For full-time employees: Parental Benefits
- For full-time employees: Referral Bonus
- For full-time employees: Certification Bonus
- For full-time employees: Hybrid / Remote Culture
Company Overview
Company H1B Sponsorship