Billing & Project Coordinator

Job Summary: The Billing & Project Coordinator plays a critical role in supporting operations, project management, and customers. This position is responsible for project billing, time entry, bid tracking, compliance documentation, and administrative coordination across projects. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced construction environment.

Major Duties and Responsibilities:

The duties and responsibilities are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing and other duties will be assigned based on the position’s role within the business unit.

Payroll Support & Time Tracking

Collect and entering approved field labor hours into time entry/payroll system for submission to the Payroll department.

Serve as a liaison between Construction Managers (CM) and Payroll to resolve timesheet discrepancies, missing hours, or related issues.

Maintain productivity tracking records; enter field units and hours into the Productivity Tracker upon CM review/approval.

Billing & Accounts Receivable

Prepare and submit project billings.

Generate monthly reports identifying outstanding billing items and project billing status.

Follow up with clients on outstanding payments and overdue invoices.

Monitor open jobs and coordinate job closeout and field check processes.

Participate in turnover meetings and become proficient in billing workflows.

Assist with change orders, ensuring proper documentation and billing.

Project Administration

Create and maintain project folders (digital and physical) for all active jobs.

Submit and track Purchase Orders (POs).

Order and track supplies for field crews and the office.

Coordinate field travel accommodations and bookings.

Manage pre-mobilization site badging requirements and ensure all field personnel documentation is submitted on time.

Set up jobs in project management software.

Bid Management

Update the Bid Tracker based on client bid lists.

Manage job prequalification process and ensure required documentation is current and submitted.

Upload project documents from client bid lists to the appropriate platforms.

Download bid estimates and organize into the designated Teams folder.

Update work management (CRM) software with bid dates, customer information, and return deadlines.

Closeout & Warranty Documentation

Type and finalize Test Reports for final closeout documentation packages.

Submit warranty paperwork for extended warranty processing.

Compliance & Risk Administration

Set up jobs on client portals and manage Owner Controlled Insurance Programs (OCIP/CCIP), including contract information, labor hour reporting, CSIP documentation, and payroll records.

Coordinate insurance certificate requests and ensure timely delivery to clients and GCs.

Assist with project bond procurement and tracking.

Support pre-qualification submissions.

Qualifications:

High school diploma or GED. Associates or bachelor’s degree preferred.

At least 2 years of billing experience within the construction industry.

At least 3 years of related administrative or clerical experience; or

Any similar combination of education and experience as listed above.

Proficiency in ERP/accounting software strongly preferred.

Working knowledge of basic accounting principles.

Ability to work independently with minimal supervision.

Demonstrated ability to build and maintain effective and professional relationships with customers, vendors, managers, and colleagues.

Strong organizational and communication skills with the ability to manage multiple priorities.

Exceptional organizational skills and attention to detail with a focus on error prevention.

Strong time management skills.

Must be a proactive self-starter, problem solver, and effective team player.

Ability to understand and follow standard operating policies and procedures.

Proficient using a computer and Microsoft Office (Outlook, Word, Excel, etc.)

Ability to prioritize and manage multiple tasks, changing priorities as necessary.

Ability to work under time pressure and adapt to changing requirements in a positive and constructive manner.

Ability to work independently and collaborate with field and project management teams.

Physical Requirements include but are not limited to the following:

Prolonged periods sitting at a desk and working on a computer.

Able to walk, sit, stand, bend, kneel, stretch, squat and climb.

Able to see, talk and hear in person, via phone and/or through online/video.

Able to use hands and fingers in a manner that allows for use of a keyboard and phone.

Able to lift & carry items up to 15 lbs.