Project Management Assistant / Billing Coordinator

Job Description

Job Description

Our client is seeking a highly organized Project Management Assistant / Billing Coordinator to support construction-related billing and project administration for a Contract position in Southampton, Pennsylvania. This role works closely with project management, construction, and finance teams to keep documentation accurate, billing on schedule, and project records current from kickoff through final closeout. The ideal candidate brings strong attention to detail, confidence working with invoices and contract documentation, and the ability to manage competing priorities in a fast-paced environment.

Responsibilities:

• Prepare and submit progress billing packages using G702/G703 forms, ensuring accuracy and completeness.

• Update and reconcile schedules of values, retainage amounts, contract totals, and related billing records throughout the project lifecycle.

• Partner with project managers to gather completion percentages, billing support, and other information needed for timely invoicing.

• Administer change order tracking so approved revisions are reflected in contract values, project records, and customer billings.

• Organize and maintain essential project files, including contracts, purchase orders, invoice documentation, and closeout materials.

• Examine vendor and subcontractor invoices for correct pricing, coding, and alignment to project commitments before processing.

• Coordinate invoice routing and approvals while working with project teams and external partners to resolve discrepancies.

• Monitor submission deadlines and enter invoices through client or general contractor billing portals as required.

• Assist with project startup and closeout activities, including contract review, compliance documentation, retainage billing, warranties, and final package preparation.

• At least 2 years of experience in construction billing, project coordination, project administration, or a similar function.
• Practical experience preparing G702/G703 billing documents is strongly preferred.
• Knowledge of schedules of values, retainage, change orders, and construction contract administration.
• Background reviewing subcontractor or vendor invoices within a construction environment.
• Proficiency with Microsoft Excel, Word, and Outlook.
• Familiarity with construction accounting, project management, or ERP platforms; experience with SAMPro is a plus.
• Ability to manage multiple deadlines with strong organizational skills and careful attention to detail.
• Effective communication skills with the ability to collaborate across finance, project teams, customers, vendors, and subcontractors.