Billing and Project Administrator

Job Summary:

Founded in 1981, Old Dominion Group, Inc. is a leading specialty contractor serving a wide range of commercial and industrial clients. We are seeking a motivated and detail-oriented Billing & Project Administrator to join our team.

The Billing & Project Administrator is responsible for project billing, collections, data entry, and general administrative support related to project setup and management. This position plays a key role in ensuring accurate invoicing, maintaining project records, supporting operational teams, and assisting with the overall financial and administrative functions of active projects. The ideal candidate will be highly organized, able to manage multiple priorities, and committed to providing excellent internal and external customer service.

Please note: This is an onsite position based in Richmond, Virginia. Remote work is not available for this role.

Major Duties and Responsibilities:

The duties and responsibilities are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing, and other duties will be assigned based on the position’s role within the business unit. 

• Handle monthly billing, review and prepare invoices for submitting to clients and review of trade partner and supplier billings and invoices.
• Prepare invoices and track expenses and client billing at project close or monthly for ongoing and/or larger projects.
• Assist with prompt collection of accounts receivable and retainage.
• Obtain certificates of insurance as required.
• Prepare supporting documents and lien waivers for signature and generate lower tier waivers.
• Assist with job maintenance including contract price adjustments, change orders and closing of completed jobs.
• Assist project management team with tracking change orders and ensuring billings are accurate and timely.
• Supports customers inquiries, working with team to resolve issues.
• Provides effective administrative support to project team as needed.
• Assist with GC portals requiring entry

Minimum Qualifications:

• High school diploma or GED. Associates or bachelor’s degree preferred.
• At least 2 years of billing experience within the construction industry.
• At least 3 years of related administrative or clerical experience; or
• Any similar combination of education and experience as listed above.
• Working knowledge of basic accounting principles
• Demonstrated ability to effectively manage multiple projects at one time.
• Ability to work independently with minimal supervision.
• Working knowledge of state and federal safety, environment, and EEO/DBE guidelines and regulations.
• Demonstrated ability to build and maintain effective and professional relationships with customers, vendors, managers, and colleagues.
• Excellent interpersonal, and verbal and written communication skills.
• Ability to identify and meet customers’ expectations and requirements.
• Exceptional organizational skills and attention to detail with a focus on error prevention.
• Strong time management skills.
• Must be a proactive self-starter, problem solver, and effective team player.
• Ability to understand and follow standard operating policies and procedures.
• Proficient using a computer and Microsoft Office (Outlook, Word, Excel, etc.)
• Ability to prioritize and manage multiple tasks, changing priorities as necessary.
• Ability to work under time pressure and adapt to changing requirements in a positive and constructive manner.

Physical Requirements include but are not limited to the following:

• Prolonged periods sitting at a desk and working on a computer.
• Able to walk, sit, stand, bend, kneel, stretch, squat and climb.
• Able to see, talk and hear in person, via phone and/or through online/video.
• Able to use hands and fingers in a manner that allows for use of a keyboard and phone.
• Able to lift & carry items up to 15 lbs.

Note: Offers will be made based on candidates' qualifications relevant to the position.

Equal Employment Opportunity (EEO) Statement

ODG and it’s affiliates is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.