Billing Coordinator

Billing Coordinator

ASSETGUARD Products, Inc., is an industry-leading provider of customized, innovative solutions for industrial and construction waterproofing needs. Our mission is to protect assets and the environment, one seamless layer at a time. With our advanced technology and commitment to excellence, we deliver tailored solutions that solve real-world problems for our clients. By choosing ASSETGUARD, our clients are investing in the highest level of protection for their assets while minimizing environmental impact.

The Billing Coordinator - Waterproofing supports construction billing, invoicing, and project administration with a primary focus on timely and accurate progress billing. This role works closely with project teams, accounting, operations, vendors, and internal stakeholders to maintain required documentation, resolve billing or ERP/SAP questions, and meet contract and customer billing deadlines.

Billing & Invoicing

• Prepare, review, and issue construction-related invoices, with an emphasis on progress billing.
• Process progress, milestone, T&M, and final billings in accordance with contract terms, billing schedules, and project requirements.
• Review required supporting documentation, including work tickets, daily reports, timesheets, materials, vendor invoices, and purchase orders.
• Monitor customer and project billing deadlines to ensure invoices are submitted accurately and on time.

Project Administration

• Set up and maintain projects in the ERP/accounting system, including contract values, billing terms, change orders, purchase orders, sales orders, and related project details.
• Perform required SAP movements and maintain accurate project, contract, and billing data.
• Track contract balances, remaining billable amounts, and other billing information to support invoicing and revenue tracking.

Change Orders

• Track pending and approved change orders and ensure approved changes are reflected in invoices and the ERP/accounting system.
• Maintain supporting documentation for change requests, purchase orders, work tickets, and related project updates.

Stakeholder, Vendor & Procurement Support

• Coordinate with ROW, clerks, managers, project teams, vendors, and other stakeholders to obtain information and resolve billing, procurement, or SAP-related questions.
• Ensure vendor invoices and other required documents are received in time to support progress billing deadlines.
• Support procurement activity, including high-volume purchase order coordination, until or unless a dedicated procurement role is in place.

Documentation Management

• Maintain complete, organized project billing files and job-related documentation.
• Ensure documentation is accurate, current, and available to support billing deadlines, customer requirements, and internal review.

Process Improvement & Team Support

• Identify opportunities to improve billing, invoicing, procurement, and administrative workflows.
• Support internal customers and team members with a collaborative, flexible, and service-oriented approach.

Required Education, Skills, and Qualifications

• At least one (1) year of experience in progress billing required, preferably in construction, commercial construction, specialty contracting, or waterproofing.
• Working knowledge of construction billing concepts, including change orders, purchase orders, contract values, billing terms, and job tracking.
• SAP or ERP/accounting system experience preferred; willingness to learn company-specific systems and processes required.
• Proficiency with Microsoft Excel and ERP/accounting software such as Sage, Viewpoint, Foundation, Spectrum, SAP, or similar systems.
• Strong organizational skills with the ability to manage multiple invoices, purchase orders, deadlines, and billing cycles.
• Excellent communication and customer service skills when working with internal teams, project stakeholders, and vendors.
• Collaborative, flexible, and team-oriented approach with a willingness to support responsibilities beyond a narrow role scope.
• Adaptable learner who is comfortable asking questions and learning company-specific processes from the ground up.
• Strong attention to detail, problem-solving ability, and process improvement mindset.

Benefits:

• Competitive Compensation Package
• Medical + Dental + Vision Coverage
• 401K + Company Match
• Life Insurance + Long Term Disability Coverage – 100% Company Paid
• Health Savings Account (HSA)
• Gym Reimbursement Program
• Tuition Reimbursement Program
• Wellness Check Program - Insurance Premium Discounts
• EAP Resources
• Paid Holidays
• Paid Time Off (PTO)

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Positions self to install equipment, including under desks.
• Moves throughout the building to access files.
• Must be able to comprehend and follow written and oral instructions.
• Must be able to complete tasks even with frequent interruptions.
• Must be able to use discretion and independent judgment as needed.
• Must be able to speak clearly on the phone and to fellow workers.