Billing Coordinator

Billing Coordinator / Project Administrator

We are seeking a detail-oriented and highly organized Billing Coordinator / Project Administrator to join our team. This role is responsible for supporting project billing, invoice processing, reporting, and administrative functions for multiple projects. The ideal candidate will have strong Excel skills, excellent data entry accuracy, and the ability to work closely with project managers and operations leadership in a fast-paced environment.

Key Responsibilities

• Set up and process invoices based on customer-specific billing requirements and within PENTA
• Track invoice activity, including missing invoices, invoices not sent, and pending invoices
• Enter and maintain billing data, change orders, and project-related information in project tracking systems and Excel
• Work closely with Project Managers and the Operations Manager to support project billing and reporting needs
• Coordinate project-related activities, including meetings, agendas, and meeting notes
• Add crew workers to weekly roll-up reports and update billing information as needed
• Create bid folders and generate invoices
• Assist with the preparation of regularly scheduled and ad hoc reports
• Respond to internal requests and provide information as needed
• Generate reports and support multiple ongoing projects
• Perform administrative duties such as filing, typing, copying, binding, and scanning
• Draft letters and emails on behalf of office staff
• Maintain electronic and manual filing systems
• Handle sensitive and confidential information with professionalism and discretion