Commercial Project Accounting & Billing Coordinator

Job Description

Job Description

Position Overview

The Commercial Project Accounting & Billing Coordinator supports the financial administration of commercial projects from contract review and job setup through billing, accounts receivable follow-up, compliance documentation, and accounting closeout.
Working closely with the Accounting Manager, Project Managers, and project teams, this position helps ensure project costs, invoices, billing records, vendor documentation, customer payment records, and project accounting files are accurate, complete, and timely. The role requires strong organization, attention to detail, follow-through, sound judgment, and the ability to manage recurring deadlines in a construction environment.

Primary responsibilities include commercial project billing, job-cost and Cost to Complete (CTC) support, collections follow-up, lien-waiver and insurance-document coordination, and project accounting closeout. The position also provides support for Refresh billing, accounts payable, vendor administration, timekeeping, payroll, and general accounting functions.
Additional hours or schedule changes may be considered based on business needs, subject to applicable law and company policy.

Essential Duties and Responsibilities
Commercial Project Accounting, Billing, and Collections
•    Review commercial contracts and billing requirements, including billing method and schedule, payment terms,        retainage, required support, lien waivers, insurance requirements, and other relevant provisions.
•    Coordinate accounting job setup, including customer and project records, billing structures, job-cost tracking, recurring billing schedules, and required documentation.
•    Monitor project activity and job costs; work with Project Managers and Accounting to resolve coding issues,            missing costs, incomplete documentation, and discrepancies.
•    Prepare accurate monthly billing packages and invoices in accordance with approved contracts, billing schedules, internal-review procedures, and supporting-documentation requirements.
•    Obtain appropriate internal approvals and maintain complete billing support before invoices are issued.
•    Review accounts receivable aging, follow up on outstanding balances, document collection activity, communicate payment status, and escalate concerns as appropriate.
•    Coordinate client and subcontractor lien-waiver requirements, including preparation, collection, tracking, review, and record maintenance.
•    Monitor subcontractor compliance and project insurance documentation; follow up on missing, expired, incomplete, or inconsistent documents.
•    Prepare and maintain CTC information for assigned projects; coordinate with Project Managers regarding anticipated costs, budget variances, missing costs, and follow-up items.
•    Coordinate accounting-related project closeout, including final billing, collections, retainage, lien waivers, compliance documents, final job-cost review, and required accounting records.
•    Escalate unclear contract provisions, disputed billing items, pricing questions, material variances, or other issues requiring management review or approval.

Additional Accounting and Administrative Support
•    Prepare Refresh billing and support assigned special billing, cost tracking, job-cost coding, and project-accounting reconciliation activities.
•    Complete recurring HCR maintenance, outside-services review, and CTC support for Refresh and other assigned project portfolios.
•    Set up and maintain vendor records; collect and organize W-9s, certificates of insurance, contact information, permit-related records, and other required documentation.
•    Process assigned overhead, administrative, outside services, and project-related invoices using accurate vendor, project, general ledger, cost code, approval, and supporting documentation information.
•    Maintain Ramp expense transactions, including receipt follow-up, coding review, documentation collection, and resolution of outstanding items.
•    Prepare authorized electronic payment transactions after required approvals and in accordance with established internal control procedures.
•    Provide backup accounts-payable support as needed.
•    Review employee timecards for completeness, project and cost code accuracy, and exceptions; communicate corrections and support timely payroll processing.
•    Maintain organized electronic and paper accounting records, monitor shared accounting inboxes, assist with month-end close, respond to documentation requests, and support recurring reports and reconciliations.
•    Maintain current procedures and checklists for assigned responsibilities; identify practical improvements to accuracy, timeliness, organization, and efficiency.
•    Provide cross-trained backup coverage and perform other related accounting or administrative duties as assigned.

Performance Expectations
Success in this role includes:
•    Accurate, complete, and timely invoices issued in accordance with contractual and internal deadlines.
•    Consistent review and documented follow-up of accounts receivable aging and collection activity.
•    Prompt identification and resolution of billing, job-cost, CTC, coding, and documentation discrepancies.
•    Complete, current, organized, and accessible lien waivers, certificates of insurance, W-9s, vendor records, and project compliance documents.
•    Accurate, timely processing of assigned accounts payable, expense-management, payment, and timekeeping responsibilities.
•    Complete, well-organized project accounting files, procedures, and checklists suitable for audit, cross-training, and management review.

Education and Experience
Required
•    High school diploma or equivalent.
•    At least two years of experience in billing, accounts receivable, accounts payable, bookkeeping, project administration, office administration, or a comparable accounting-support role.
Preferred
•    Associate degree, relevant coursework, or certification in accounting, business administration, construction management, or a related field.
•    Experience in construction, subcontractor administration, job costing, progress billing, or other project-based accounting environments.
•    Experience using QuickBooks, Bill.com, Ramp, construction accounting software, project-management systems, or comparable business platforms.
•    Familiarity with retainage, lien waivers, certificates of insurance, Cost to Complete (CTC) reporting, project closeout, and contract-based billing.

• Skills and Abilities
  Required
  •    Proficiency using Microsoft Excel, email, and accounting, expense-management, or other business software.
  •    Strong attention to detail and the ability to accurately enter, review, organize, and maintain financial and project-related information.
  •    Strong organizational and time-management skills, with the ability to prioritize work and manage recurring weekly and monthly deadlines.
  •    Clear and professional written and verbal communication skills.
  •    Ability to work effectively with Accounting, Project Managers, vendors, subcontractors, customers, and other internal stakeholders.
  •    Ability to identify, communicate, and follow through on billing, coding, documentation, job-cost, and payment discrepancies.
  •    Ability to handle confidential financial, vendor, project, and employee information with professionalism and discretion.
  •    Ability to learn new systems, construction-accounting terminology, and company-specific processes.
  •    Ability to maintain organized electronic and paper records, procedures, checklists, and supporting documentation.
  •    Demonstrated sound judgment, reliability, accountability, and follow-through in a deadline-driven environment.

Physical Requirements
This position primarily performs sedentary office work and regularly uses a computer, telephone, standard office equipment, and electronic accounting and project-management systems. The employee must be able to communicate effectively with coworkers, project teams, vendors, subcontractors, and customers and may occasionally move or lift office supplies, files, or materials weighing up to 10 pounds. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

Contributing Behaviors
•    Emotional intelligence
•    Demonstrates professionalism, sound judgment, confidentiality, reliability, and accountability.
•    Communicates clearly, respectfully, and productively with internal and external partners.
•    Takes ownership of assigned work, meets commitments, and follows through on details.
•    Collaborates effectively across departments and contributes to a positive, solutions-oriented work environment.
•    Raises concerns constructively and supports practical problem-solving.

This job description describes the general nature and level of work performed in this position. It is not intended to be a complete list of duties, responsibilities, or qualifications. Duties and responsibilities may change at any time, with or without notice, consistent with applicable law and company policy.