Project Billing Coordinator

Aston Carter•Lisle, IL

5d•$22 - $29•Onsite

About The Position

We are seeking a Project Coordinator to support project administration, subcontractor compliance, accounts payable activities, and billing operations for a growing service organization. This individual will serve as a key point of contact between subcontractors, vendors, project teams, and accounting, ensuring project documentation, vendor records, invoices, and billing-related information are accurate, compliant, and processed in a timely manner.

Requirements

High School Diploma or GED required.
Valid Driver's License required.
2+ years supporting operations, service, construction, or project teams.
Strong written and verbal communication skills.
Excellent attention to detail and organizational abilities.
Experience managing large volumes of documents and follow-up activities.
Ability to work in a fast-paced environment with shifting priorities.
Strong relationship-building skills across multiple departments.
Construction Billing
Subcontract Administration
Vendor Management & Compliance
Contract Documentation
Microsoft Excel & PDF Management
High Volume Administrative Support
HVAC industry Experience
AP and Accounting Knowledge

Nice To Haves

Bachelor's degree in Business, Accounting, Finance, or related field preferred.

Responsibilities

Prepare and track subcontract agreements, change orders, and related project documentation.
Review subcontractor submissions for accuracy and compliance.
Maintain vendor and subcontractor records.
Coordinate vendor setup and maintenance requests.
Ensure insurance certificates, lien waivers, W-9s, and safety documentation remain current.
Support invoice processing and accounts payable functions.
Manage project billing activities, payment status inquiries, and reconciliation efforts.
Partner closely with operations and finance teams to ensure projects are billed accurately and vendors are paid on schedule.
Act as a liaison between accounting, operations, and external vendors to resolve billing discrepancies.
Track outstanding documentation and support the overall financial administration of active projects.