Cost And Billing Coordinator

Job Title:

Job Cost & Billing Coordinator

Reports To:

VP of Operations

Employment Type:

Full-Time, In-Office

Department:
Operations / Finance-Administration

Location:

Greater Boston (on-site at company office)

The Job Cost & Billing Coordinator owns the financial accuracy of Boston Harbor Water Restoration’s reconstruction jobs. This role is responsible for job setup, job costing, subcontractor and vendor payables, client billing, and maintaining clean, real-time data in Job Tread. The coordinator ensures every dollar spent and billed on a job is coded correctly and visible, so the VP of Operations can keep projects on schedule and on budget.

This is a detail-heavy, numbers-focused role for someone who enjoys organization, routine, and closing loops.

• Set up new reconstruction jobs in Job Tread with correct budgets, cost codes, and documentation.
• Enter and code all job-related costs (materials, subs, vendors, internal purchases) to the correct job and cost category within 1 business day of receipt.
• Maintain up-to-date cost vs. budget and gross margin data for each active job.
• Produce simple weekly job cost / WIP reports for the VP of Operations (on-budget / over-budget flags, notes on variances).

• Prepare and issue client invoices tied to job milestones, change orders, and completion stages.
• Coordinate with project managers / VP of Operations to confirm billable work and documentation before invoicing.
• Track outstanding balances, send reminders, and follow up with clients and adjusters until payment is received.
• Keep AR status current inside Job Tread and the accounting system.
• Receive, review, and code subcontractor invoices and vendor bills to the correct job and cost code.
• Verify amounts against POs, budgets, and agreed rates; flag discrepancies.
• Prepare payables for approval on a set schedule and maintain an organized payable queue.
• Keep an accurate log of payments by job for margin and cash tracking.

• Serve as the primary Job Tread administrator for reconstruction: job setup, updates, financials, and basic scheduling support.
• Ensure Job Tread data (budgets, costs, billings) matches reality in the accounting system.
• Maintain clean, consistent naming and coding standards across all jobs.
• Assist with sending client updates, documents, and links through Job Tread as needed.

• Work closely with the VP of Operations, project managers, and field staff to collect missing receipts, invoices, and documents.
• Communicate clearly and professionally with subcontractors, vendors, and clients regarding billing and payment questions.
• Support general office and operational tasks related to job files and documentation when workload allows.

• 3+ years of experience in bookkeeping, AP/AR, job costing, or project accounting, ideally in construction, restoration, or a related trade.
• Hands-on experience with job cost or construction management software (Job Tread, Buildertrend, CoConstruct, etc.) strongly preferred.
• Proficiency with common office and accounting tools (e.g., Quick Books or similar, Excel/Google Sheets, email).
• Strong organizational skills and attention to detail; comfortable working with a high volume of small transactions.
• Track record of managing multiple active projects and shifting priorities without losing accuracy.
• Clear written and verbal communication skills with clients, subs, and internal team members.
• Comfortable following structured processes and checklists and holding others accountable for providing needed info.
• Full-time, in-office role supporting active reconstruction and restoration jobs.
• Typical schedule Monday–Friday during business hours, with occasional flexibility during busy periods.
• Regular interaction with the VP of Operations, project managers, field team, subcontractors, vendors, and clients by phone and email.

• 100% of job costs coded to the correct job and category within 1 business day.
• All scheduled client invoices sent within 2 business days of reaching the corresponding job milestone.
• Weekly job cost / margin report delivered on time with clean, reliable data.
• No “mystery” charges or uncoded receipts older than 7 days.