Commercial Project Accounting & Billing Coordinator

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.

• 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 escalation 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.

• 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.

• 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…