Senior Project Coordinator - Titan Electronics

Titan Security Group•Chicago, IL

2d•Onsite

About The Position

The Senior Project Coordinator owns the billing and compliance side of Titan Electronics installation jobs, from booking through closeout. The role verifies new job setups against executed contracts before release to Project Managers, manages construction billing and lien waivers, supports weekly billing preparation, coordinates job closeout, and provides monthly backlog and percentage-of-completion information to Accounting. The position works closely with Project Managers, the Install Manager, Sales Administration, Billing and Accounting, and is based in the Chicago office. Titan Electronics is a commercial security systems integrator that designs, installs and services access control, video surveillance and intrusion systems. The company serves clients across Chicago, Atlanta, Central and South Florida, Texas, Las Vegas and Los Angeles. The business has grown through new markets and acquisitions and intends to continue expanding; this position helps maintain accurate billing, compliance and closeout as job volume increases. The role also supports purchase order and materials checks, client invoice-detail requests, and GC portal compliance. As the position develops, it will take ownership of GC portal setup and compliance processes, including project and contractor data, GC-specific forms and exhibits, and signature routing. Compensation is $85,000–$95,000 base, plus bonus eligibility.

Requirements

At least 3 years of project administration, project coordination or construction billing experience with a specialty trade contractor, systems integrator, or mechanical, electrical or life safety contractor.
Hands-on experience preparing AIA G702/G703 pay applications, schedules of values, retainage and change-order billing.
Working knowledge of conditional and unconditional, partial and final lien waivers, including how requirements differ by state.
Experience submitting through general contractor portals such as Procore, Textura or GC Pay.
Understanding of percentage-of-completion and work-in-progress concepts, including cost to complete, estimated cost at completion, and over- and under-billing.
Experience with a construction or field service ERP for job setup, job costing and billing.
Strong Excel skills, including pivot tables, lookups and reconciliations.
Ability to read contracts, scopes of work and drawings sufficiently to check what is being billed.
Collaborative working style with Project Managers and general contractors, with comfort following up until documentation is complete and accurate.

Nice To Haves

TotalService experience is strongly preferred; Sage 300 CRE, Vista, NetSuite, Q360 or WennSoft experience is also considered.
Experience in security, access control, video, fire or low-voltage work.
Bluebeam or Autodesk Build experience.
Notary Public, or willingness to become one.

Responsibilities

Build and maintain the Schedule of Values (AIA G703), and prepare and submit Applications for Payment (G702) according to each general contractor’s billing cycle.
Track approved change orders against contract value and establish retainage and billing structures by contract.
Prepare and submit partial and final conditional and unconditional lien waivers, verifying payment amount, billing period and applicable state form.
Submit pay applications and lien waivers through general contractor portals, including Procore, Textura and GC Pay.
Verify each new TotalService job against its executed contract or purchase order within one business day of handoff from Sales Administration.
Check contracting entity, customer, contract value, Schedule of Values, retainage, billing method, billing and collections contacts, tax setup, Project Manager and sales assignment, and budget against the sold estimate.
Release jobs that pass verification, return jobs needing correction with specific details, track exceptions by type, and hold billing on jobs that have not passed verification.
Run the TotalService portion of the weekly job review, confirm billed amounts and time, and identify jobs ready to close.
Send the weekly billing list to TEI Billing and coordinate install-job invoicing.
Resolve client requests for invoice detail with cost breakouts that match the executed contract and Schedule of Values.
Correct billing contacts at the source when invoices are returned as undeliverable.
Verify purchase orders are attached to the correct jobs and licenses, and confirm materials have been ordered for active jobs during weekly reviews.
Assemble closeout packages containing as-builts, O&M manuals, permits and inspection sign-offs, test records and warranty letters.
Create warranty jobs at completion and drive final billing, retainage release and final waivers for completed jobs.
Run monthly backlog reviews with the Install Manager and each Project Manager, covering cost to date, cost to complete, revised completion dates and open change orders.
Prepare the monthly percentage-of-completion package for Accounting according to the close calendar.
Flag jobs before month-end when cost to complete has moved materially or estimated cost at completion exceeds contract value.
As the role matures, take ownership of GC portal setup and compliance, including project and contractor data, GC-specific exhibits and forms, and signature routing.
Build a separate compliance process for general contractor work versus direct-client work.