Projects & Billings Coordinator

Doka Group • Channahon, IL

9d

About The Position

The Project & Billing Coordinator provides administrative and operational support to the branch, with primary responsibility for contract administration, project setup, billing, and related documentation. The role works closely with Sales, Operations, Finance, and branch leadership to ensure projects are accurately established, billed, documented, and closed.

Requirements

• High school diploma required.
• Excellent communication skills, including command of English in speaking, reading, and writing.
• Strong analytical skills, numeric aptitude, technical proficiency, and effective problem-solving abilities.
• Proficiency in Microsoft Office applications, with advanced Excel skills required.
• Excellent report-writing and presentation skills.
• Ability to learn new computer systems, products, concepts, and techniques.
• Organized team player able to work independently in a results-driven, fast-paced environment.
• External candidates must be authorized to work for any employer in the USA.

Nice To Haves

• Bachelor’s degree in Business or Logistics.
• 2–5 years of recent experience in administration, operations, or logistics.
• Experience in inventory control and procurement planning.

Responsibilities

• Manage branch contracts from proposal through execution and project closeout, ensuring required documents are complete, accurate, and properly maintained.
• Confirm that an executed contract is on file before materials are released or shipped to a project.
• Set up and maintain customer, project, jobsite, contract, and billing information in DISCOs II.
• Prepare customer invoices according to contract terms and verify billing accuracy against contracts and bills of lading.
• Partner with Sales to prepare change orders when project scope or value exceeds the original contract.
• Review credit requests against contract terms, prepare supporting documentation, and route valid requests to the Area Manager for approval.
• Process certificates of insurance, file preliminary notices in the CRM, and provide invoices, OFIs, and other supporting documents as needed.
• Resolve contract and billing discrepancies, maintain accurate project records, and close completed projects in DISCOs II.

Benefits

• Medical, dental, and vision benefits.
• Flexible Spending Account.
• Company-paid life insurance.
• Supplemental voluntary term life insurance.
• 401(k) retirement plan with Roth and non-Roth options.
• Short-term disability.
• AFLAC policies.
• Paid time off, including sick/personal leave, vacation, floating holiday, and company-paid holidays.
• Potential bonuses, commissions, or other forms of compensation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED