Project Administrator & Job Costing Specialist

Objectives of this role
The Project Administration & Job Costing Specialist is responsible for the complete lifecycle of project entry, setup, cost tracking, and reporting. This role supports both pre-award and post-award phases of projects by entering and maintaining data in B2W and Vista, setting up contract documentation, managing project-related purchase orders, and assisting project managers with accurate, timely reporting. The role is crucial for maintaining data integrity and enabling real-time project performance tracking.

Daily Responsibilities
Project Lifecycle Data Management
- Enter all project opportunities into B2W regardless of award status
- Set up awarded jobs in Vista, including all related contract and customer information
- Administer contract documentation in Vista, including:
- Acquiring performance and payment bonds as required
- Obtaining Certificates of Insurance (COIs)
- Collecting and entering external project numbers
- Organize and maintain both digital (SharePoint) and physical contract files

Job Costing & Reporting
- Input daily/weekly job costing data based on quantity sheets received from field teams
- Reconcile cost data against budgets and update job cost tracking reports
- Communicate job performance summaries to project managers using standard reports and dashboards
- Support project closeout processes by reconciling actuals to estimates and assisting with final reporting

Purchase Order Management
- Create and track purchase orders in Vista for job-related trucking and equipment rentals
- Ensure POs are assigned to the correct jobs and cost codes
- Assist in reconciling vendor invoices with POs for accuracy
- Provide PO utilization reports to operations and accounting teams as needed

Skills and Qualifications
- 2+ years of experience in construction administration, job costing, or project coordination
- Proficiency with construction software systems, especially Vista by Viewpoint and B2W
- Strong data entry and recordkeeping accuracy
- Knowledge of job cost structures and project lifecycle
- Basic understanding of contract administration, including bonds and insurance
- Proficient in Microsoft Excel, Outlook, and SharePoint

Preferred Qualifications

- Experience with civil construction, traffic control, or related industries
- Familiarity with accounting workflows and contract compliance
- Previous experience working with purchase orders and vendor management
- Understanding of lien laws, subcontract agreements, and project compliance documents