Project Administrator

Project Administrator

Company: CT/HX Location: Hanover, MD Job Type: Full-time

Position Overview

CT/HX is seeking an organized, detail-oriented, and proactive Administrative Specialist to join our team. In this role, you will serve as a backbone of our operational workflows - taking ownership of new client onboarding, project/job setups, cloud-based file architecture, complex project billing (including progress billings), and day-to-day administrative support across the department.

The ideal candidate thrives in a fast-paced environment, excels at cross-referencing information for accuracy, and possesses strong organizational, client service, and financial administration skills.

Key Responsibilities

1. New Client Onboarding

• Client Intake & Setup: Lead the end-to-end onboarding process for new accounts, gathering required tax forms,  credit applications, certificate of insurance details, and primary contact information.
• Account Integration: Set up new customer profiles across core platforms, ensuring all billing parameters, payment terms, and special service requirements are established accurately.

2. Job Setup & Information Management

• Data Intake & Verification: Gather, organize, and verify all essential project documentation, scope details, and contract terms handed off from sales team.
• System Onboarding: Set up all new jobs, work orders, and project profiles accurately within core business management systems.
• Cloud Storage Administration: File, organize, and maintain electronic project files and customer records within the company’s cloud-based storage system, maintaining standard naming conventions and strict document control.

3. Billing & Invoicing

• Progress Billing Execution: Prepare, review, and submit accurate progress billings and final milestone invoices in alignment with contract terms and project completion schedules.
• Billing Coordination: Collaborate directly with Coordinators, Service managers, field service technicians, and management to verify percentage of completion, materials, and labor hours before issuing invoices.
• Discrepancy Resolution: Promptly resolve billing questions, account adjustments, or scope discrepancies with clients and internal stakeholders.
• AR Support: Assist accounting with tracking outstanding project invoices and following up on client billing inquiries.

4. General Administrative Support

• Provide day-to-day administrative support to management and department leadership.
• Prepare, format, and review reports, client correspondence, and operational documentation.
• Assist with vendor onboarding, purchase order tracking, and routine administrative data entry.
• Maintain office digital files and assist in refining administrative processes for maximum efficiency.
• Handle other general administrative tasks and special operational projects as assigned.

Qualifications & Skills

• Experience: 2–4+ years of experience in project administration, client onboarding, billing, or general office management (experience in HVAC, mechanical service, construction, or trade services is a strong plus).
• Client Onboarding & Service: Demonstrated ability to manage client intake workflows professionally and build trust with new accounts.
• Billing Proficiency: Direct experience with operational billing practices, including progress billing, unit-based invoicing, and contract billing.
• Tech-Savvy: High proficiency with ERP/accounting platforms, CRM tools, and cloud-based document management platforms (e.g., SharePoint, OneDrive, Google Drive, Box).
• Attention to Detail: Meticulous approach to data entry, record keeping, and financial calculations to ensure accuracy across all project and client documentation.
• Communication: Clear, professional written and verbal communication skills for interfacing with internal teams, leadership, and external clients.
• Organization: Strong ability to prioritize tasks, manage multiple project timelines simultaneously, and meet firm billing deadlines.

Why Join CT/HX?

CT/HX is a leading provider of commercial and industrial cooling tower and heat exchanger services, supporting customers nationwide. With decades of industry experience and more than 30,000 completed projects, CT/HX provides employees with the opportunity to develop specialized expertise while working on a wide variety of equipment and projects.

Our work includes cooling tower inspections, preventive maintenance, mechanical powertrain repairs, refurbishment, rebuilds, custom component installation, and performance testing across major cooling tower manufacturers and models.

CT/HX is committed to safety, quality, and developing skilled professionals within the cooling tower industry.