Project Administrative - Billing Coordinator

Job Description

Job Description

Position Summary

The Project Administrative Billing Coordinator is responsible for managing project billing activities, ensuring accurate invoicing, contract compliance, and timely payment collection. This role works closely with Project Managers, Company Principals, Accounting, Customers, and Subcontractors to maintain accurate project financial records and project support.

Essential Duties and Responsibilities

• The primary responsibilities of this position include managing contracts, insurance requirements for projects, and billing support for two companies, each serving distinct clients, vendors, and consultants.
• Prepare and submit customer invoices in accordance with contract terms and billing schedules, including lien waivers to ensure billing compliance.
• Track project costs, progress billing, retention, and vendor invoicing.
• Monitor accounts receivable and follow up on outstanding invoices.
• Maintain accurate billing records and project requirements for two companies.
• Coordinate vendor and consultant invoicing and support payment processing activities.
• Support month-end closing activities and revenue reporting.
• Ensure compliance with customer-specific billing requirements.
• Maintain organized electronic and physical project files.
• Maintain a positive attitude and flexibility in adapting to office needs.

Qualifications

• Strong attention to detail, organizational skills, multitasking abilities, and the ability to maintain mental focus while managing multiple priorities.
• Demonstrated ability to follow direction, adapt to changing priorities, and work effectively within an established reporting structure.
• 2+ years of billing, accounting, or construction administration experience preferred.
• Experience with construction invoicing, AIA-style progress billing, and working with construction trades preferred.
• Knowledge of contract management, change orders, retention, lien releases, and construction verbiage a plus.
• Proficient in Microsoft Office Suite, especially Excel.
• Ability to manage multiple projects and deadlines.
• Strong interpersonal and communication skills, with the ability to educate and assist clients, vendors, consultants, and team members on processes and requirements.
• Ability to manage change professionally and maintain a positive, collaborative approach in a dynamic environment.
• High school diploma or equivalent required; Associate's degree in Accounting, Business, or related field preferred.

Physical Requirements

• This is an office-based position.
• Ability to sit for extended periods and regularly use a computer and standard office equipment.
• Ability to occasionally lift and carry files, boxes, and office materials weighing up to 25 pounds.

Compensation

$25.00-$29.00 per hour, based on qualifications and experience. Benefits may include medical insurance, paid time off, and retirement plan participation, depending on employment status and eligibility.

AV Construction, Inc. has been and is a true leader in the tight niche market of medical construction for the past 20+ years. We are committed to excellence in all aspects of our delivery method, providing a TEAM approach to each and every project. Our mission is to change the delivery of construction by being innovative, envisioning the future needs of our clients and acquiring all aspects of the medical construction industry.
As a Team member, we are invested in each of our projects, and our owners are invested in each of our futures. Compensation, benefits, and the development of the (ESOP) Employee Stock Ownership Plan investing structure makes AV Construction beyond unique.

Company Description

AV Construction, Inc. has been and is a true leader in the tight niche market of medical construction for the past 20+ years. We are committed to excellence in all aspects of our delivery method, providing a TEAM approach to each and every project. Our mission is to change the delivery of construction by being innovative, envisioning the future needs of our clients and acquiring all aspects of the medical construction industry. \rAs a Team member, we are invested in each of our projects, and our owners are invested in each of our futures. Compensation, benefits, and the development of the (ESOP) Employee Stock Ownership Plan investing structure makes AV Construction beyond unique.