Project Admin Specialist

Description

Highmark Restorations is seeking a detail-oriented and financially minded Project Admin Specialist to support the successful setup, tracking, and financial administration of construction projects across the department. As a key member of the operational team, the Project Admin Specialist (internally titled Project Engineer) ensures that project financials are accurate, timely, and aligned with field operations and company standards. This role collaborates closely with Project Managers, Accounting, and Operations to maintain job cost integrity and provide essential reporting and insights. This position is ideal for someone who thrives in a fast-paced environment, enjoys solving complex financial challenges, and is committed to precision, organization, and continuous improvement. 

Pay: $60K - $70K

What Highmark Companies offers to you:

• Competitive Salary
• Health Insurance – Company pays 100% of employee premium
• Health Savings Account (HSA)
• Dental
• Vision
• Life Insurance
• Short-Term Disability Insurance (STDI)
• Long-Term Disability Insurance (LTDI)
• 401(k) with a 3% company Safe Harbor contribution after 6 months (age 18+)
• 8 Paid Holidays
• UNLIMITED Responsible Paid Time Off (RPTO)
• Profit Sharing
• Paid Employee Referral Program
• Employee Discount Program
• Great culture and team dynamic

Responsibilities:

Project Financial Administration

• Review job setup in multiple software, ensuring all financial data and cost codes are complete and accurate.
• Assist with client billing, including preparing invoices, managing draw requests, and coordinating the schedule of values.
• Support the creation, tracking, and forecasting of project budgets alongside Project Managers and Finance.
• Review and process purchase orders, subcontractor invoices, and change orders for accuracy and coding.
• Assist with monthly WIP reporting, revenue recognition, and margin analysis.
• Monitor and maintain job cost accuracy, identifying discrepancies or cost trends proactively.

Documentation & Organization

• Maintain organized and consistent project financial files.
• Track and log change orders, draw requests, and budget adjustments.
• Assist in preparing financial reporting packages for project review meetings.
• Support job closeout processes, ensuring all financial documentation is finalized and archived.

Process & System Integrity

• Ensure accuracy of financial data across all systems.
• Collaborate with Accounting and Project Managers to align budgets, costs, and billing.
• Contribute to the creation and improvement of standard operating procedures (SOPs).
• Support system enhancements and workflow improvements that increase efficiency and data accuracy.

Cross-Department Collaboration

• Act as a liaison between Finance, Project Management, and Operations to ensure financials match field performance.
• Communicate regularly with internal stakeholders to maintain alignment on budgets and cost tracking.
• Provide analytical and administrative support for monthly and quarterly financial reviews.

Requirements

Qualifications:

• Proven experience in project management support. 
• Strong knowledge of construction practices, building codes.
• Proficiency in project management software and tools.
• Strong negotiation and conflict resolution skills.
• Ability to handle multiple projects simultaneously and prioritize tasks effectively.
• Excellent communication and interpersonal skills
• Strong organizational and time management abilities
• Problem-solving and decision-making skills
• Attention to detail and a commitment to quality
• Leadership and team management capabilities
• Exemplify the 5 core values of Highmark: Trustworthy, Humble, Intentional, Driven & Wise
• Valid driver’s license with a good driving record and ability to pass an MVR screening.
• Valid DOT Medical Card or the ability to obtain DOT Medical Card.
• Must pass a background check.