Construction Project Coordinator: Scheduling & Billing

The Project Coordinator is responsible for organizing and managing the administrative aspects of a construction project including scheduling tasks, tracking progress, maintaining documentation, facilitating communication between team members and ensuring projects are billed timely. The Project Coordinator works closely with assigned Project Manager(s) to achieve project goals, and accurate and timely invoicing to maintain the company’s financial health.

The Project Coordinator upholds the company’s core values of integrity, service, leadership, empowerment, and innovation while demonstrating a dedicated and results-driven work ethic.

Essential Duties and Responsibilities:

Project Coordination

Partner with the Project Management and Accounting teams to support administrative requests

Identify, collect and review documents related to contracts, Time and Material project set up, Progress Billing project set up, Subcontract project set up, AIA documentation, Lien Waivers, change orders, bonds, Certificates of Insurance and Customer billings

Ensure all required documentation is requested and received throughout the duration of project

Create job numbers when setting up contracts and projects and share with Project Manager

Enter/process change orders submitted by Project Manager(s)

Correspond regularly with assigned Project Manager(s) to confirm requests are completed, follow up on outstanding items, and to verify invoices prior to sending to external billing departments

Enter and maintain data in ERP system including: email correspondence, invoices, set up templates, change order requests and confirmations, contracts, required/legal documentation, notes, etc.

Update shared spreadsheets and files/folders with project documentation

Collect Subcontract/Vendor contracts, certifications of insurance and bonds prior to starting work on a project and maintain through the duration of the project

Maintain working knowledge of general conditions, work scope, and specifications of project contracts/subcontracts

Complete daily, weekly and monthly scheduled tasks for assigned projects ensuring they are on track for budget and timeline

Review projects monthly and ensure cost projections and adjustments are up to date for WIP

Report project issues to Project Manager and/or Leader to ensure project success

Identify areas to improve process, documentation and communication

Recognize the need to earn profits on every job function

Ability to assist in other work-related areas as necessary

Accounts Receivable

Prepare and send invoices

Partner with external Customer billing departments to request and verify payment and obtain required documentation

Notify Customer billing departments via telephone or email on past due invoices or aging invoices

Work with internal Accounting team on various requests, as needed

Communication

Communicate professionally and throughout the process

Understand the project and communicate with all parties involved

Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times

Collaborate effectively with others to achieve shared objectives, contributing positively to a group dynamic

Provide support to various departments and team members on Project Coordinator, Accounts Receivable, process and ERP system questions

Process Improvement

Evaluate project coordination processes and revise procedures to improve workflow efficiency

Assist with the development of team members throughout their onboarding experience and as training needs arise

Ability to identify issues, analyze them logically, and recommend effective solutions to resolve challenges

Required Knowledge, Skills, and Abilities

Proficiency in…