Project Billing Administrator

Project Billing Administrator

Founded in 1985, with offices in Houston, College Station, Dallas, San Antonio, and Austin, Electra Link remains at the forefront of technology solutions. Our professional capabilities range from single-network-cable drops to turnkey multi-building installations and offshore rig projects, including full audiovisual systems.

Position Summary

Electra Link is seeking a detail-oriented and analytical Project Billing Administrator to support project operations within a fast-paced construction and technology environment. This role serves as a critical partner to Project Managers, Estimators, Accounting, and Operations teams by overseeing project billing administration, financial coordination, compliance tracking, and project documentation throughout each project's lifecycle.

This position requires strong critical thinking, problem-solving, and organizational skills to ensure projects are accurately maintained, billed on time, and compliant with contractual and financial requirements. The ideal candidate is proactive, adaptable, and capable of managing multiple priorities while supporting operational efficiency across departments.

Essential Functions

• Coordinate project setup, maintenance, and closeout activities within the company's software systems.

• Analyze project documentation, billing requirements, and contract terms to ensure accurate invoicing and project compliance.

• Prepare and submit customer invoices, including progress billing, AIA billing, portal submissions, and other contract-specific billing requirements.

• Collaborate with Project Managers and Estimators to review project progress, billing status, change orders, and job cost adjustments.

• Maintain accurate project records, customer information, tax status documentation, and job site information.

• Ensure jobs are properly taxed according to applicable regulations and customer requirements.

• Track and process change orders, submittals, and project-related documentation in a timely manner.

• Support project financial activities by coordinating with Accounts Payable, Accounts Receivable, Payroll, and other departments.

• Review and process project-related administrative items, including field expense reports, mileage reports, travel arrangements, per diem requests, and material return authorizations.

• Assist in identifying billing discrepancies, resolving project documentation issues, and improving administrative workflows.

• Communicate professionally with employees, customers, vendors, subcontractors, and internal teams to support project success.

• Order office supplies and coordinate incoming project-related shipments or materials as needed.

• Provide support and coverage for other Project Administrators when necessary.

• Perform additional duties and responsibilities as assigned.

Qualifications

• Minimum of two (2) years of project administration, billing, or construction administrative experience required.

• Construction industry experience preferred.

• Strong analytical, organizational, and problem-solving abilities.

• Ability to manage multiple projects and deadlines with a high level of accuracy and attention to detail.

• Excellent verbal and written communication skills.

• Ability to work independently and collaboratively in a team environment.

• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.

• Experience with Adobe Acrobat and/or Bluebeam preferred.

• Ability to maintain confidentiality and professionalism in handling sensitive information.

• High school diploma or GED required.

• Must be authorized to work in the United States.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.

• Ability to occasionally lift and move office materials up to 20 pounds.

• Ability to communicate effectively in person, by phone, and electronically.

Benefits

Electra Link offers a competitive compensation and benefits package, which may include:

• Medical, Dental, and Vision Insurance
• Employee Stock Ownership Plan (ESOP)

• 401(k) with Company Match

• Paid Time Off (PTO)

• Paid Holidays

• Life Insurance

• Short-Term and Long-Term Disability

• Employee Assistance Program

• Career Development and Training Opportunities

Electra Link is an Equal Opportunity Employer and values a diverse and inclusive workplace.