Project Administrator & Job Costing Specialist - #262485

Benefits:

• 401(k)
• 401(k) matching
• Bonus based on performance
• Company parties
• Competitive salary
• Dental insurance
• Donation matching
• Employee discounts
• Free food & snacks
• Opportunity for advancement
• Paid time off
• Parental leave
• Training & development
• Vision insurance
• Wellness resources
  
  
  

Objectives of this role

The Project Administration & Job Costing Specialist is responsible for the complete lifecycle of project entry, setup, cost tracking, and reporting. This role supports both pre-award and post-award phases of projects by entering and maintaining data in B2W and Vista, setting up contract documentation, managing project-related purchase orders, and assisting project managers with accurate, timely reporting. The role is crucial for maintaining data integrity and enabling real-time project performance tracking.

Daily Responsibilities

Project Lifecycle Data Management

• Enter all project opportunities into B2W regardless of award status
• Set up awarded jobs in Vista, including all related contract and customer information
• Administer contract documentation in Vista, including:
• Acquiring performance and payment bonds as required
• Obtaining Certificates of Insurance (COIs)
• Collecting and entering external project numbers
• Organize and maintain both digital (SharePoint) and physical contract files
  
  
  

Job Costing & Reporting

• Input daily/weekly job costing data based on quantity sheets received from field teams
• Reconcile cost data against budgets and update job cost tracking reports
• Communicate job performance summaries to project managers using standard reports and dashboards
• Support project closeout processes by reconciling actuals to estimates and assisting with final reporting
  
  
  

Purchase Order Management

• Create and track purchase orders in Vista for job-related trucking and equipment rentals
• Ensure POs are assigned to the correct jobs and cost codes
• Assist in reconciling vendor invoices with POs for accuracy
• Provide PO utilization reports to operations and accounting teams as needed
  
  
  

Skills And Qualifications

• 2+ years of experience in construction administration, job costing, or project coordination
• Proficiency with construction software systems, especially Vista by Viewpoint and B2W
• Strong data entry and recordkeeping accuracy
• Knowledge of job cost structures and project lifecycle
• Basic understanding of contract administration, including bonds and insurance
• Proficient in Microsoft Excel, Outlook, and SharePoint
  
  
  

Preferred Qualifications

• Experience with civil construction, traffic control, or related industries
• Familiarity with accounting workflows and contract compliance
• Previous experience working with purchase orders and vendor management
• Understanding of lien laws, subcontract agreements, and project compliance documents