Project Financial Administrator

About GenServe

GenServe, LLC is the nation's leading independent provider of scheduled and emergency power generator maintenance, repair, and sales in the United States, serving primarily commercial customers across a wide range of industries. The company continues to accelerate its rapid growth through organic sales expansion and strategic acquisitions. GenServe's complete and extensive service platform positions it as a one-stop shop for all commercial generator and power system needs. Established in 1990, GenServe has the largest team of Electrical Generating Systems Association (EGSA) certified technicians in the Northeast and a rapidly expanding national footprint. Headquartered in Plainview, NY, with branch offices in New Jersey, Pennsylvania, Illinois, Florida, and Texas, GenServe is actively growing into new territories across North America.

Role Summary

The Project Financial Administrator takes over financial and coordination support for the Remote Monitoring and Data Center Commissioning teams — keeping job setup, customer (AR) and vendor (AP) invoicing, cost tracking, project financial forecasting, purchasing, and project documentation accurate and on schedule. This shared role reports to the SI Engineering Project Coordinator and supports the Remote Monitoring and Data Center Commissioning leaders.

Key Responsibilities

• Job Setup & Billing – Set up jobs and contracts, support invoicing and billing milestones, and track Remote Monitoring contract billing and renewals.
• Cost Tracking – Track project costs against budget and report variances to the team leads and the SI Project Analyst.
• Customer Invoicing (AR) – Prepare and submit customer invoices, address billing questions, and coordinate payment follow-up with Accounts Receivable.
• Vendor Invoicing (AP) – Review, process, and submit vendor invoices to the AP department for payment.
• Project Financial Forecasting – Forecast anticipated revenue, costs to complete, and expected final margins on active projects, and update forecasts as projects progress.
• Purchasing & Vendors – Process purchase orders and coordinate with vendors and subcontractors on quotes, delivery, and invoices.
• Project Coordination – Coordinate schedules, documentation, submittals, and closeout packages for Data Center Commissioning projects.
• Remote Monitoring Administration – Maintain customer account records and administrative reporting for the Remote Monitoring team.
• Reporting – Prepare weekly financial and coordination status updates for Remote Monitoring and Data Center Commissioning leadership.

Qualifications

• Experience – 2+ years in project accounting, billing, or administrative coordination within a project-based or technical services environment.
• Tools – Proficient in Microsoft Office / Excel and accounting or project management systems.
• Education – Associate's degree or higher in accounting, finance, business, or a related field preferred.

Professional Attributes

• Detail-Oriented – Catches billing and cost errors early.
• Organized – Keeps multiple teams and projects moving at once.
• Dependable – Follows through on deadlines and financial controls.
• Service-Minded – Makes the operating teams more effective.

This job description outlines the primary responsibilities and qualifications for the Project Financial Administrator role. It is not exhaustive and may be updated as the business evolves. Compensation is governed by the GenServe Systems Integration, Remote Monitoring, and Data Center Commissioning Qualifications & Compensation Matrix.