Project/Billing Coordinator Assistant

AGILE SOURCING PARTNERS LLC•Atlanta, GA

12h•Onsite

About The Position

The Project Coordinator Assistant supports Project Coordinators, Department Directors, and project teams by assisting with administrative, operational, and coordination tasks across the project lifecycle. This role is responsible for maintaining project organization, facilitating communication, supporting utility coordination efforts, and ensuring accurate documentation and compliance tracking. The Project Coordinator Assistant also responsible for accurately preparing, processing, and managing invoices related to underground utility locating services. This role ensures timely billing, resolves discrepancies, and supports financial operations by maintaining detailed records of field services, client contracts, and billing schedules. This is a full-time role with a requirement to work on-site in Covington, Georgia. For the first three months, employee will have to commute to the Athens, GA location for training. Agile Underground Services, DBA GroundHawk offers a great benefit package for our team members including competitive pay, excellent medical, dental, vision and life insurance as well as immediate 401(k) participation & matching and Paid Time Off. If you are passionate about making a difference, consider joining our talented, diverse team!

Requirements

High school diploma or equivalent
Strong verbal and written communication skills
Excellent organizational, multitasking, and time-management abilities
High attention to detail and accuracy
Problem-solving and critical-thinking skills
Customer service-oriented mindset
Proficiency in Microsoft Office Suite (Teams, Excel, Outlook)
Ability to work in a fast-paced, deadline-driven environment
Proficiency in Microsoft Office Suite, (Excel and accounting/billing software (e.g., NetSuite, QuickBooks, SAP, or similar)
Strong organizational and documentation management skills
Ability to handle multiple tasks and shifting priorities
Strong interpersonal and communication skills
Ability to work collaboratively across teams

Nice To Haves

Associate or bachelor’s degree
1+ years of administrative, coordination, or project support experience
1+ years of billing, invoicing, or accounting experience
Experience in construction, utilities, or field services

Responsibilities

Create and manage utility tickets
Conduct research to identify utility ownership
Initiate outreach to utility owners for coordination and verification
Track responses and follow up to ensure timely communication
Maintain and organize records folders
Move and file documents into appropriate project folders accurately
Ensure all documentation is current, complete, and accessible
Manage main line phone calls and route inquiries appropriately
Serve as an initial point of contact for internal and external communications
Maintain professional and timely communication with clients and stakeholders
Request and track Certificates of Insurance (COI) and W-9 forms from clients
Facilitate preparation and processing of affidavits
Assist with maintaining compliance-related documentation
Prepare and issue invoices based on service tickets, contracts, and field reports for utility locating services
Review and verify accuracy of job data, including locate requests, labor hours, and service codes
Maintain billing records and ensure compliance with company policies and client agreements
Communicate with field technicians and operations teams to clarify job details and resolve discrepancies
Process adjustments, credits, and rebills as needed
Track and follow up on outstanding invoices and support collections efforts
Reconcile billing data with accounting systems and ensure proper documentation
Assist with month-end closing activities and financial reporting
Respond to client billing inquiries in a timely and professional manner
Maintain knowledge of industry-specific billing practices (e.g., one-call tickets, utility contracts)
Attend UCC meetings and document notes, action items, and follow-ups
Assist with scheduling and coordination of meetings
Support team communication and task tracking
Serve as EOS Secretary by documenting meeting notes and action items
Assist with EOS process coordination and accountability tracking
Assist Project Coordinators with daily tasks as needed
Support project tracking, organization, and administrative functions
Perform additional duties as assigned to support project success