Project and Billing Coordinator

Copeland Technology Solutions•Amherst, NY

22h•Onsite

About The Position

The Project & Billing Coordinator is responsible for coordinating project administration, scheduling, billing alignment, renewals, procurement follow-through, and operational continuity throughout the customer lifecycle. This role serves as the operational bridge between Professional Services, Client Success, Managed Services, and Billing to ensure projects move efficiently, customer changes are accurately reflected in recurring services, and operational details are completed consistently. The position requires strong organizational skills, attention to detail, customer communication, and the ability to manage multiple priorities while supporting both customers and internal teams. The Project & Billing Coordinator helps create consistent customer experience by ensuring projects remain organized, operational tasks are completed, and billing-related updates are handled accurately.

Requirements

Strong organizational skills
Attention to detail
Customer communication skills
Ability to manage multiple priorities
Understand how projects move from kickoff through completion and can coordinate schedules, meetings, milestones, and follow-up activities to keep projects progressing.
Understand how projects impact recurring services, agreements, licensing, and billing and can coordinate updates accurately and consistently.
Maintain visibility across multiple projects, priorities, and operational tasks while ensuring details are completed consistently.
Understand how equipment, licensing, renewals, and operational changes support successful project delivery and customer continuity.
Maintain accurate project records, schedules, billing updates, and operational notes while ensuring information is organized and accessible.
Communicate clearly with customers and internal teams regarding schedules, next steps, billing updates, operational changes, and follow-up actions.
A proactive, organized, and detail-oriented professional who works well in a structured environment, communicates clearly, follows through consistently, and helps keep projects and operational workflows moving forward.
Comfortable managing multiple priorities, coordinating across teams, and supporting both customers and coworkers.

Responsibilities

Coordinate customer kickoff meetings and internal project planning sessions.
Maintain project schedules, milestones, and follow-up activities.
Coordinate customer and engineer availability for project work.
Support project communication, closeout activities, and operational handoffs.
Manage monthly recurring billing processes and billing adjustments.
Maintain agreement accuracy, recurring service changes, and licensing updates.
Assist with invoice corrections, billing inquiries, and billing reconciliation activities.
Support operational alignment between ConnectWise and QuickBooks.
Coordinate monthly, quarterly, and annual renewals.
Track service additions, removals, and modifications.
Ensure agreements, recurring services, and licensing remain aligned.
Work with Client Success to support service continuity and renewal planning.
Track procurement activities and outstanding operational items.
Coordinate follow-up on hardware, software, licensing, and project dependencies.
Escalate stalled items and maintain visibility into operational progress.
Communicate clearly with customers and internal teams regarding schedules, updates, and next steps.
Support collaboration between Professional Services, Managed Services, Client Success, and Billing.
Help maintain organization and visibility across projects and operational workflows.
Follow established project, billing, and operational processes.
Maintain accurate records, schedules, agreements, and documentation.
Identify workflow gaps, process concerns, and operational risks before they impact customers.