Billing & Job Cost Coordinator

Job Description Billing & Job Cost Coordinator Position Summary

We are seeking a highly organized and detail-oriented Billing & Job Cost Coordinator to support accounts receivable, project billing, and job cost administration functions. This role is responsible for managing complex customer billing processes, maintaining accurate project financial records, and collaborating with cross-functional teams to ensure timely invoicing, payment collection, and cost tracking.

• Prepare and process customer invoices by working across multiple systems and platforms while ensuring all billing information is accurate and balanced.
• Maintain billing schedules and supporting documentation, including:
• Contractor Payment Applications
• Schedule of Values (SOV)
• AIA G702 and G703 forms
• Contract documentation
• Sworn statements
• Lien waivers for general contractors, subcontractors, sub-tier contractors, and suppliers
• Manage retainage tracking and ensure compliance with contract requirements.
• Monitor accounts receivable activity, including outstanding invoices, payment status, collections follow-up, and customer inquiries.
• Maintain organized invoice files, billing support documentation, and payment records.
• Collaborate with leadership and project teams to prepare and submit billing packages accurately and on time.
• Coordinate with payroll, accounts payable, procurement, construction operations, and ERP support teams as needed.
• Ensure all customer and management billing deadlines are consistently met.
• Provide backup support for other Billing Coordinators when required.
• Utilize external customer billing portals such as Textura (TPM), Ariba, GEPSmart, Track, AES, Coupa, or Procore.
• Maintain accurate and organized records for accounts receivable, customer accounts, purchase orders, contracts, invoices, and project files.
• Support leadership with administrative reporting, issue tracking, follow-up actions, and other related duties.
• Manage shared file structures, document naming conventions, and approval workflows.

• Assist with the setup and maintenance of project job numbers, cost codes, cost types, project phases, schedules of values, and other job cost structures.
• Review vendor invoices, purchase orders, labor entries, material costs, subcontractor expenses, and other project costs to ensure proper coding and allocation.
• Research and resolve coding discrepancies and cost-related issues.
• Support preparation of job cost reports, project cost summaries, cost-to-billing analyses, and open purchase order reviews.
• Partner with operations, mission-critical project teams, procurement, and leadership to improve billing and job cost processes and workflows.

• High school diploma or equivalent required; coursework in accounting, business, or a related field is preferred.
• Experience in a corporate accounting environment with responsibilities involving accounts receivable, job costing, project administration, accounts payable, and payroll coordination.
• Strong proficiency in Microsoft Excel, including formulas, tables, filters, lookups, and reporting functions.
• Ability to work with large volumes of transact