Project Administrator

Phoenix Power Group, Inc. is an industry leading EPC (Engineering, Procurement and Construction) Contractor, providing turn-key power generation, renewable fuels, and specialized hydrocarbon processing plant construction services. Our principals and team of professionals have fostered successful relationships with plant owners, developers, operators and investors throughout North America for over thirty years.​ Independent power producers, developers and owners have relied on the Phoenix Team to design, estimate and construct their high‐profile projects. Large or small, dedication and professionalism to the job are paramount to the selection of an EPC contractor. It is because of our decades of expertise in a variety of complex industrial projects that our team has earned a reputation for service and integrity unparalleled in the energy industry.

We are seeking a highly organized and proactive Project Administrator to work with field leadership to serve as a general team member for project support and ensure that projects are being completed safely, accurately and in a timely manner. In this role, it will be essential to support project management teams, ensuring accurate documentation, timely invoices, and proper validation of subcontractor timesheets and hourly rates for onsite projects. This role requires exceptional attention to detail, a strong understanding of billing processes, and the ability to collaborate with field teams, subcontractors, and internal accounting staff to ensure financial accuracy and compliance across all project activities.

• Work closely with the field to ensure successful delivery of the project
• Support daily, weekly, and monthly meetings, as assigned, including meeting communication, documentation of the minutes, and tracking of the action items
• Setup, organize, update, and maintain electronic and printed project documents using various systems, including Procore, Microsoft Word, Excel, Project, and SharePoint
• Update field management on all project progress, forecast and field personnel changes
• Prepare and maintain accurate daily logs, site reports, and documentation related to materials, inspections, and labor hours
• Perform special projects and complete any other duties as assigned or requested
• Adheres to internal standards, policies, and procedures
• Assist the Project Manager with daily coordination and administration of construction project activities
• Review, validate, and process subcontractor invoices and timesheets, ensuring accurate hourly rates, cost codes, and approvals
• Verify that all billing aligns with contract terms, scope of work, and project budgets
• Maintain accurate records of subcontractor hours, change orders, purchase orders, and project documentation
• Collaborate with accounting and procurement teams to reconcile invoices and resolve discrepancies promptly
• Prepare invoice packages for client billing, ensuring all backup documentation is complete and properly formatted
• Track project financials and assist in preparing cost reports, forecasts, and progress updates
• Support the creation and maintenance of project schedules, logs, and submittal tracking
• Coordinate communication between field teams, subcontractors, and office staff to ensure alignment on project deliverables
• Participate in project meetings, take notes, and follow up on action items
• Assist with onboarding and compliance documentation for subcontractors and vendors
• Ensure all project files are organized and maintained per company policies

• Bachelor’s degree in Construction Management, Business Administration, Accounting, or related field preferred; equivalent work experience accepted
• 2+ years of experience in construction, project coordination, or administrative support role
• Strong knowledge of invoicing, billing, and subcontractor payment processes
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, SharePoint, PowerPoint); experience with project management or accounting software (Procore) is a plus
• Experience with invoice validating, subcontractor’s time sheets and input correctly and on time
• Familiarity with construction project documentation (contracts, change orders, purchase orders, and cost tracking)
• Excellent communication (oral, written, presentation, listening) organizational, and problem-solving skills
• Ability to prioritize and manage multiple tasks in a fast-paced environment
• Strong understanding of invoice and billing workflows from submission to payment
• Financially literate and capable of tracking project costs and variances
• Ability to work onsite and travel locally as needed to support the project
• Self-starter who can work independently while supporting the needs of the team
• Ability to communicate effectively to all levels of the organization
• Strong organizational, analytical, and time management skills with high attention to detail

• Competitive Compensation
• 401(k) Retirement Plan
• Holiday Pay
• Paid Time Off (PTO)
• Comprehensive Health Coverage
• Pet Insurance
• Employee Assistance Program (EAP)
• Professional Development
• Tuition Assistance
• Employee Discount Program

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.

We are an Equal Opportunity Employer, including disability and protected veteran status.

We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.