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Project Controls & Billing Administrator-Job Description

We are seeking an experienced and highly detail-oriented Project Controls & Billing Administrator to support our Construction Superintendents, Project Managers, Design Team, and VP. This role is responsible for helping drive project organization, billing coordination, project tracking, and operational accountability across active projects.

This is not an entry-level administrative role. We are looking for someone with demonstrated success in project billing, project coordination, financial administration, or project controls who can step into the position and contribute immediately with minimal ramp-up time.

The ideal candidate thrives on details, follow-through, organization, and keeping projects financially and operationally moving forward. This individual should be highly proactive in tracking outstanding items, pushing billing processes forward, supporting project teams, and ensuring project information is accurate, complete, and timely.

A strong understanding of project billing processes, project schedules, financial tracking, and Microsoft Project is essential for success in this role.

The Project Controls & Billing Administrator will be based in our Albuquerque, NM office at 3550 Pan American Fwy NE. After a successful onboarding and probationary period, this role will have the ability to work in a hybrid format based on performance and business needs

As a Project Controls & Billing Administrator for Improve Group it is crucial to be strategic, resourceful, and excited by the opportunity to problem solve in the field.

Key Responsibilities:

Project Controls & Coordination

• Maintain and track project schedules and milestones within Microsoft Project
• Monitor project progress and help ensure project tracking remains accurate and current
• Coordinate with Project Managers, Superintendents, and Design Team members to gather project updates and required documentation
• Proactively follow up on outstanding items to help maintain project momentum and billing timelines
• Support operational accountability across active projects
• Maintain organized and accurate project files and documentation
• Create and manage purchase orders (POs)
• Assist in preparing project reports, tracking logs, and operational documentation

Billing & Financial Coordination

• Coordinate project billing processes from preparation through submission
• Track billing schedules and ensure billing deadlines are met
• Work closely with project teams to obtain required billing documentation and approvals
• Verify billing accuracy prior to submission
• Support invoice processing, tracking, and payment coordination
• Maintain accurate project financial records and documentation
• Help identify potential billing gaps, delays, or missing information before they impact project financials
• Support visibility into lost time, project progress, billing timing, and gross margin impacts
• Assist Finance in forecasting processes related to project financials; timing of customer billings and vendor payments

Team & Operational Support

• Provide operational and administrative support to Construction Superintendents, Project Managers, Design Team members, and Leadership
• Assist in coordinating communication between departments and project stakeholders
• Support consistency across project administration and billing processes
• Help improve organizational systems, workflows, and tracking processes
• Identify administrative or operational issues proactively and help drive resolution

Required Qualifications

• Minimum 2 years of experience in project billing, project coordination, construction administration, project controls, finance coordination, or a related role
• Familiarity with project-based financial reporting and billing systems
• Experience coordinating between field teams, project managers, leadership, and finance/accounting departments
• Experience supporting construction, architecture, design, or related project-based industries
• Strong understanding of project billing processes, invoice coordination, tracking, and financial administration
• Experience supporting billing within a project-based environment
• Strong working knowledge of Microsoft Project
• Understanding of project schedules, timelines, project progress tracking, lost time impacts, and gross margin considerations
• Extremely detail oriented with strong organizational and follow-through skills
• Proven ability to manage multiple active projects and priorities simultaneously
• Comfortable proactively following up with teams to obtain information and maintain progress
• Strong written and verbal communication skills
• Self-starter capable of contributing immediately within a fast-paced environment

• Ability to live our four Inside-Out Company Commitments:
  • Be the Advocate
  • Be Unreasonable
  • Be Vulnerable
  • Be Bonded

• Clean driving record with proof of insurance and valid driver's license.
• Must be legally authorized to work in the United States without employer sponsorship.
• Knowledge of job cost accounting and construction billing processes, preferred.

Compensation Structure:

• Competitive Base Salary ($48,000-$60,000)
• Participation in the employee company bonus (annual)
• Participation in the Employee Stock Ownership program (ESOP). An ESOP is an employee benefit plan that enables employees to own part or all of the company they work for, through granted stocks to employees.
• 401K retirement company match
• Medical (90% premium company paid, for employee), dental, vision, company covered life insurance and disability (short and long term), optional additional life insurance
• PTO, Bereavement, Paid New Parent Leave, and Holidays