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 ProjectMonitor project progress and help ensure project tracking remains accurate and currentCoordinate with Project Managers, Superintendents, and Design Team members to gather project updates and required documentationProactively follow up on outstanding items to help maintain project momentum and billing timelinesSupport operational accountability across active projectsMaintain organized and accurate project files and documentationCreate and manage purchase orders (POs)Assist in preparing project reports, tracking logs, and operational documentationBilling & Financial Coordination
Coordinate project billing processes from preparation through submissionTrack billing schedules and ensure billing deadlines are metWork closely with project teams to obtain required billing documentation and approvalsVerify billing accuracy prior to submissionSupport invoice processing, tracking, and payment coordinationMaintain accurate project financial records and documentationHelp identify potential billing gaps, delays, or missing information before they impact project financialsSupport visibility into lost time, project progress, billing timing, and gross margin impactsAssist Finance in forecasting processes related to project financials; timing of customer billings and vendor paymentsTeam & Operational Support
Provide operational and administrative support to Construction Superintendents, Project Managers, Design Team members, and LeadershipAssist in coordinating communication between departments and project stakeholdersSupport consistency across project administration and billing processesHelp improve organizational systems, workflows, and tracking processesIdentify administrative or operational issues proactively and help drive resolutionRequired Qualifications
Minimum 2 years of experience in project billing, project coordination, construction administration, project controls, finance coordination, or a related roleFamiliarity with project-based financial reporting and billing systemsExperience coordinating between field teams, project managers, leadership, and finance/accounting departmentsExperience supporting construction, architecture, design, or related project-based industriesStrong understanding of project billing processes, invoice coordination, tracking, and financial administrationExperience supporting billing within a project-based environmentStrong working knowledge of Microsoft ProjectUnderstanding of project schedules, timelines, project progress tracking, lost time impacts, and gross margin considerationsExtremely detail oriented with strong organizational and follow-through skillsProven ability to manage multiple active projects and priorities simultaneouslyComfortable proactively following up with teams to obtain information and maintain progressStrong written and verbal communication skillsSelf-starter capable of contributing immediately within a fast-paced environmentAbility to live our four Inside-Out Company Commitments:Be the AdvocateBe UnreasonableBe VulnerableBe BondedClean driving record with proof of insurance and valid drivers 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 matchMedical (90% premium company paid, for employee), dental, vision, company covered life insurance and disability (short and long term), optional additional life insurancePTO, Bereavement, Paid New Parent Leave, and HolidaysSolution (Sales) Engineer - Job Description:
If you understand the dynamics of Military or Federal environments, thrive in technical sales, and feel called to shape mission-driven spaces where people can truly flourish, you may be the perfect fit for Improve Groups Solution Engineer role.
This position is based in our Albuquerque, NM office, with up to 40% travel expected.
The Solution Engineer acts as the technical backbone of the sales effort, providing clear, accurate, and responsive support across all stages of client engagement. This role connects senior leaderships relationship-driven business development with the detailed technical work required to scope, price, validate, and advance opportunities toward award. By bringing structure and solution-minded rigor to the front end of projects, the Solution Engineer frees leadership to focus on trust-building, partner alignment, and strategic growth initiatives. Working closely with senior leadership, project management, design resources, and external partners, the Solution Engineer converts client needs and mission objectives into well-defined, executable project approaches. This role ensures that proposed solutions are technically feasible, mission-aligned, and achievable within funding and schedule parameters. The Solution Engineer will also serve in a client-facing capacity, either supporting or leading engagement discussions, clarifying requirements, and guiding the opportunity from initial interest through decision.
As a Solution Engineer for Improve Group it is crucial to be strategic, resourceful, and excited by the opportunity to problem solve in the field.
Key Responsibilities:
Client Engagement Leadership: Serve as a client-facing technical representative by leading or supporting discussions, clarifying requirements, and guiding opportunities from initial interest through award decision.Technical Validation & Constructability Assessment:Conduct upfront feasibility reviews to confirm scope, budget alignment, site conditions, schedule viability, compliance factors, and constructability considerations. The goal is to remove ambiguity early and prevent downstream rework, cost overruns, or redesign after award.Proposal & Scope Development: Lead the development of technical narratives, solution descriptions, conceptual design packages, and pricing support. Ensure each submission is traceable to client requirements, includes a defendable budget, and positions Improve Group as a low-risk, high-competency partner.Solution Engineering: Translate operational or mission-based requirements into clearly defined scopes of work. Coordinate with internal and external SMEs to refine deliverables that meet performance objectives while staying within budget and schedule parameters.Risk & Constraint Identification:Proactively identify assumptions, constraints, and potential risks associated with client direction, site conditions, procurement pathways, and overall implementation sequencing (Flag constructability issues and risk early).Opportunity Expansion: Grow future opportunities by delivering elevated service and high-quality technical deliverables, turning past client contacts into recurring partners and expanding project value through enriched, mission-aligned scope development.Implementation Handoff: Ensure a clear, structured transition from preconstruction to project management and field teamstransferring technical insights, documenting assumptions, and serving as an ongoing resource to set the project up for successful execution.Additional Functional Areas
Procurement Strategy and Maintenance: Understand, internally manage, advise on available contracting vehicles (IDIQ, OTA, SBIR, etc.) and recommend the most efficient procurement pathways based on client objectives and timeline.RFP / RFQ Management: Coordinate the response process, ensuring technical sections, pricing, and supporting documents are complete, accurate, and delivered on schedule.Budgeting & Cost Justification: Develop and validate budget structures with detailed cost breakdowns that can withstand scrutiny from contracting, CE, program leadership, and oversight reviewers.Technical Documentation & Compliance: Prepare and maintain documentation required for client review, internal handoff, government submittals, and final compliance records. Ensure clarity, traceability, and internal repeatability.Partner Coordination & Alignment: Serve as the technical point of coordination with internal teams, external partners, and high-level military stakeholdersbringing the professionalism, credibility, and domain awareness required to engage confidently. Ensure pricing, scope, and timelines are fully aligned prior to proposal submission.Required Education, Experience, and Skills:
37 years of experience in construction, architecture, engineering, or a related technical field (preconstruction, estimating, design-assist, or integration roles strongly preferred).Background engaging Military and/or Federal Government clients, with the professionalism and domain understanding needed to operate effectively in those environments.Experience collaborating with project managers, designers, trade partners, and field teams on complex or multi-stakeholder projects.Track record of closing technically complex projects by guiding clients through requirements clarification, solution definition, and decision-making.Strong track record of producing technical documentation, narratives, estimates, and/or early-stage design or feasibility materials.Experience participating in or supporting proposal development, pursuit strategy, or opportunity capture efforts.Demonstrated experience scoping, pricing, or validating construction or mission-focused facility projects.Proven ability to work in client-facing environments, translating technical requirements into clear direction and structured solutions.Solid understanding of construction methods, sequencing, and constraints and the ability to identify risks early.Ability to interpret drawings, specifications, and site information to inform project direction.Strong systems-thinking orientation able to see how design, budget, schedule, and operations intersect.Excellent communication skills, with the ability to explain technical topics to non-technical stakeholders.High attention to detail with the ability to synthesize information into clear, structured outputs.Strong organizational skills and the ability to manage multiple opportunities in various stages.Comfortable leading discussions, running discovery sessions, and asking clarifying questions with client executives and partners.Experience working in fast-paced, ambiguous environments where structure must be created, not followed.Preferred; Background in mission-focused environments (education, healthcare, non-profit, community impact, federal/DoD, or high-coordination projects).Proficient with office software (Windows 10), Microsoft Teams and Dynamics or equivalent CRMPreferred - Bachelors degree in Engineering, Construction Management, Architecture, Civil Engineering, or a related technical field.Clean driving record with proof of insurance and valid drivers licenseAbility to gain access to DoD facility (required)Compensation Structure:
Competitive Base Salary ($100,000-$110,000)Project Architect - Job Description
The Project Architect at Improve Group (IG) leads the development of specific architectural projects from concept through construction administration, while actively supporting client engagement, team collaboration, and internal process improvement. With a strong foundation in both design and technical execution, the Project Architect contributes to revenue growth, strengthens our market position, spearheads design initiations, and mentors other emerging professionals within our team.
The Project Architect will be the predominantly focused on projects within the Commercial sector but will also support key project engagements within the DoD/Federal sector. The project Architect will also participate in and support IGs early project OMEGA engagements with clients in order to drive alignment of project vision, goals and design methods.
This position will be based in our Albuquerque, New Mexico office, with opportunities for a hybrid work schedule. There will be occasional travel within the US involved, estimated to be less than 15%.
The Project Architect is integral to Improve Groups future, growth, and position within the design and construction industry. By providing professional architectural and design services, this position enhances our impact and greatly expands the opportunity for revenue and scale in our expanding business. It allows IG to deliver integrated projects to our clients, while improving our internal process, critical thinking, and design of the built environment.
Role and Responsibilities:
Project Vision + Planning Identify project design vision and technical requirements. Oversee and review preparation of construction drawings and bid sheets; this includes the preparation and distribution of stamped documents, when required, that assist in delivery of projects. Lead approval and entitlement project engagements associated with project development.
Client + Sales Support Support business development and sales through education and the management of customer expectations around project deliverables. Assist in managing stakeholder communications during the entire life cycle of a project, which includes providing fee proposals and fee structures to clients and consultants.
Communication + Partnerships Promote empowerment of the team to ensure that the design vision is successfully communicated. Participate in maintaining and developing vendor and partner relationships (in conjunction with IG) as part of the overall project life cycle.
Team Building Work collaboratively within teams to support a highly effective and technically proficient design team. Through mentorship, project reviews and process development, enable other team members to grow and develop critical problem solving and design thinking skills.
Specific Skills:
Develop BIM construction drawings and/or renderings to fully represent an integrated project vision at appropriate design phases: programming, schematic design, design development, construction documents, bidding, construction administration, etc.
7-10 years of professional experience as a technical project architect, experience in commercial design is required. Must have experience across a variety of project types, including public sector and publicly bid projects such as federal, recreational, municipal, library, K12, and higher education developments.
Possess a strong knowledge and understanding of client needs with the ability to establish and maintain a high level of client trust and confidence.
Possess strong interpersonal skills, including the ability to collaborate and manage multiple internal team members, consultants and sub-contractors.
Provide oversight and development of drawings, bids and proposals that comply within regulatory requirements of a specific project.
Proficiency in Revit and BIM and other architectural software in Autodesk, MS Office Suite, Adobe Creative Suite, Microsoft Suite.
A curious mindset, willing to ask the right questions to provide customers with the best possible solution.
Ability to complete a full set of construction documents, with past experience leading the successful execution of drawing sets for building permit.
Knowledge of building codes, standards, and building structures.
Ability to understand how buildings are constructed and to create technical documents that succinctly describe the work to be done.
Exceptional leadership, organizational, communication, and relationship management skills.
Ability to balance multiple priorities and work both independently and collaboratively.
Professional terminal degree in Architecture required. Masters preferred.
Support and mentor emerging professionals, fostering their development in architectural best practices and project execution.
Candidates must be either a licensed architect or on the path to licensure.
Ability to travel as needed for job sites, building department meetings, and client discussions.
Ability to live our four Inside-Out Company Commitments:
o Be the Advocate
o Be Unreasonable
o Be Vulnerable
o Be Bonded
Must be legally authorized to work in the US without employer sponsorship.
Clean driving record with proof of insurance and valid drivers license.
Ability to gain access into a DoD facility.
Compensation Structure:
Improve Group Company Overview:
Improve Group is a construction innovator with millions of dollars under contract, new modular construction technology, unheard of completion speeds, and an unrivaled integrated process. We want to continue to grow while improving the lives of more people and organizations. We are willing to take risks, innovate, and move quickly, which makes us confident well not only reach our vision for growth, but will ensure our continued success for the long term. Leaders here must be willing to move fast, serve the team before serving the self and invest in building a strong culture. In our fast-paced work environment, thats not always easy, but we have a great team and a deep sense for the purpose of what were trying to achieve.
