Senior Project Coordinator - Titan Electronics

Titan Security Group•Chicago, IL

2d•$85,000 - $95,000•Onsite

About The Position

Titan Electronics is a commercial security systems integrator that designs, installs and services access control, video surveillance and intrusion systems. The Senior Project Coordinator owns the billing and compliance side of install jobs from booking through closeout, helping maintain accurate billing, compliance, closeout, backlog and percentage-of-completion information as the business grows. This is an in-office position in Chicago, Illinois, reporting to the Director of Administration and working closely with Project Managers, the Install Manager, Sales Administration, Billing and Accounting. The role verifies job setup against executed contracts or purchase orders, manages construction billing and lien waivers, coordinates weekly billing preparation, supports purchase order and materials checks, assembles closeout packages, and prepares monthly backlog and percentage-of-completion information for Accounting. As the role develops, it will also take ownership of general contractor portal setup and compliance processes. Compensation is $85,000–$95,000 base, with 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, and 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, 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, and comfort following up until documentation is complete and accurate.

Nice To Haves

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

Responsibilities

Build and maintain AIA G703 Schedules of Values and prepare and submit AIA G702 Applications for Payment according to each general contractor's billing cycle.
Track approved change orders against contract value and establish retainage and billing structures according to contract terms.
Prepare and submit partial and final conditional and unconditional lien waivers, confirming 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 job in TotalService against the executed contract or purchase order within one business day of handoff from Sales Administration.
Check job details including 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 that require corrections with specific instructions, track exceptions by type, and hold billing for jobs that have not passed verification.
Run the TotalService portion of the weekly job review, confirming billed amounts, time accuracy and which jobs are ready to close.
Send the weekly billing list to TEI Billing and coordinate install job invoicing with Billing.
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 the weekly review.
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 the monthly backlog review 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, own general contractor 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.