Job Details

Summary:

The Billing Coordinator is responsible for the full cycle of construction and service billing across all projects-ensuring accuracy, compliance, and timely revenue capture. This role supports multiple project managers, coordinates closely with field and office teams, and manages job-cost billing, progress billing, work order billing, waiver and Schedule of Values (SOV) package generation, and commitment processing. The Billing Coordinator may be asked to assist in other administrative duties including but not limited to, supporting time and payroll coordination in partnership with the payroll department and inventory documentation. This position directly impacts project profitability and company cash flow and requires construction billing knowledge, strong attention to detail, and the ability to manage competing deadlines in a fast-paced environment.

Essential Functions:

• Accurately invoices and bills customers in a timely manner; verifies that correct and approved billing rates are applied to all work orders
• Reviews work orders thoroughly to confirm all billable labor, materials, and services have been captured before invoicing
• Receives, tracks, and reviews purchase orders; routinely monitors open POs to expedite the billing process and prevent delays
• Runs and reviews billing reports regularly, including open and completed work orders ready for invoicing, to maintain billing accuracy and workflow continuity
• Tracks daily billing totals and provides accurate summaries to the General Manager
• Supports high-volume periods by processing invoices, assisting with payment collections and accepting customer payments by phone as needed
• Enters job cost contracts into the system; ensures all contract details are accurately recorded and aligned with project requirements
• Collaborates with project managers to ensure job costs, billing amounts, and supporting documentation are complete and accurate throughout the project lifecycle
• Provides monthly reminders to project managers to submit commitments and related documentation on schedule
• Enters and maintains project commitments in the system to ensure up-to-date and accurate job cost tracking
• Applies proper cost codes for each project, ensuring labor, materials, subcontractor invoices, and progress billings are coded correctly
• Maintains organized and accessible contract documentation including change orders, commitment records, billing files, and supporting documents
• Coordinates with technicians and field staff to verify that all time entries-including on-call, regular, ADP, and subcontractor hours-are accurate, submitted on schedule, and corrected as needed in partnership with the payroll department before each payroll cycle
• Runs weekly time reports, identifies and reconciles discrepancies, follows up with field staff and supervisors on missing or unclear entries, and ensures labor hours are properly documented and coded to the correct jobs, phases, and cost centers

Other Functions:

• Supports and enforces company policies, safety requirements, and work procedures
• Provides general office support to accounting, front office, and project managers as needed
• Performs related duties consistent with the scope and intent of the position as assigned
• Maintains regular, reliable attendance
• Travels and works overtime as required

Mental and Physical Demands:

• Experiences frequent interruptions with constant reprioritization
• High attention to detail and accuracy under tight deadlines
• Extended periods of sitting and computer work
• Occasional walking to jobsite areas or between offices for document routing

Supervisory Responsibilities:

• This position does not carry formal supervisory authority. However, as a mid-tier role, the Billing Coordinator is expected to provide task-level training and day-to-day guidance to the Administrative Scheduling Assistant. Additional supervisory responsibilities may be assigned on a temporary basis.

Required Qualifications:

• 2-4 years of experience in a construction or service-based office environment
• Demonstrated knowledge of construction billing, job costing, and progress billing workflows
• Proficiency in Microsoft Word, Excel, and Outlook
• Ability to learn and operate industry-specific billing, job cost, and project management software

Preferred Qualifications:

• Experience in construction accounting including but not limited to, Schedule of Values (SOV) billing, lien waiver processing, or AIA-format billing
• Prior experience with ADP or comparable payroll and time-tracking platforms
• Associate's degree or coursework in accounting, business administration, or a related field

Benefits & Perks:

• Professional Benefits: Health, dental, and vision insurance; 401(k) or retirement plan; Paid time off and holidays; Career development programs. Available to full-time employees.
• Culture & Perks: Fun traditions like quarterly team breakfasts, Donut Day every payday, and monthly birthday celebrations with a spin-the-wheel gift card giveaway.

Why Join Us:

Experts In Your Home is built on the values of Generosity, Respect, Integrity, and Trust with a strong emphasis on teamwork, safety, and long-term professional growth. As the Billing Coordinator, you will play a key role in supporting our construction operations, ensuring accurate billing, job costing, and inventory tracing. You'll be part of a supportive, team-oriented environment with competitive pay and opportunities for advancement within a stable, value-driven company.