Project Account Administrator

Brice Equipment, LLCRegular JOB SUMMARY:

The Project Account Administrator provides administrative and project accounting support for the Brice Equipment Industrial division. This position assists project managers, accounting staff, field teams, and vendors with project setup, invoice routing, billing support, cost tracking, document control, and general office coordination. The role is designed as a support function focused on accurate data entry, organized records, timely communication, and helping project teams keep administrative and accounting processes moving efficiently.

ESSENTIAL FUNCTIONS:

- Assist with contract and job setup in Spectrum or other company systems by entering information, updating records, and helping maintain accurate project files.

- Assist with accounts receivable activities, including preparing supporting documentation for contract and T&M billings, routing invoices, and helping follow up on outstanding items as directed.

- Assist with tracking project budgets, committed costs, expenditures, and supporting documentation under the direction of project or accounting staff.

- Prepare and update routine reports, spreadsheets, logs, and summaries to support project managers, accounting, and division leadership.

- Assist with tracking contracts, purchase orders, subcontracts, change orders, vendor documents, and other project records.

- Maintain organized and accurate project documentation, electronic and hard copy files, and administrative records in accordance with company retention standards.

- Monitor assigned logs and follow up on missing approvals, documentation, invoice information, and other project support items as requested.

- Support the routing, tracking, and approval workflow of invoices to ensure timely processing and payment.

- Review project and accounting documentation for completeness and accuracy and communicate discrepancies, missing information, or required corrections to the appropriate personnel.

- Assist with maintaining project master data, including customer information, contracts, purchase orders, billing requirements, and other project-specific information.

- Assist with project closeout activities by gathering required documentation, updating assigned records and logs, and following up on outstanding items.

- Assist with compiling project information and documentation for audits, customer requests, internal reviews, and management reporting.

- Provide administrative support for meetings, including scheduling, preparing agendas, and documenting action items as needed.

- Serve as a point of contact for routine project accounting and administrative questions and direct questions or issues to the appropriate project, accounting, or management personnel.

- Communicate timely updates regarding outstanding documentation, approvals, billing items, and other assigned project support activities.

- Coordinate with field project teams, project management, accounting, vendors, and other internal departments to facilitate the timely flow of project documentation and resolve routine administrative or accounting items.

- Follow company policies, client requirements, and internal procedures related to purchasing, billing, records, and documentation.

- Work in a constant state of alertness and in a safe manner.

- Perform other duties as directed.

SUPERVISORY FUNCTIONS:

This position does not have supervisory responsibilities.
KNOWLEDGE, SKILLS, & ABILITIES:

- Knowledge of basic administrative functions and ability to perform related office and project support tasks.

- Basic understanding of project administration practices, including invoice routing, purchase orders, expense tracking, and job cost documentation.

- Ability to enter, review, and maintain project accounting information with accuracy and attention to detail.

- Ability to organize project files, contracts, purchase orders, change orders, and supporting documentation.

- Ability to manage routine dead