Project Billing Coordinator

About the Role

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.

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.

Qualifications

• High School Diploma or GED required.
• Bachelor's degree in Business, Accounting, Finance, or related field preferred.
• Valid Driver's License required.
• 2+ years supporting operations, service, construction, or project teams.

Skills

• Construction Billing
• Subcontract Administration
• Vendor Management & Compliance
• Contract Documentation
• Microsoft Excel & PDF Management
• High Volume Administrative Support
• HVAC industry Experience
• AP and Accounting Knowledge
• 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

Work Environment

The role is fully onsite in Lisle, IL. This position offers a high visibility role supporting multiple operational teams. There is a stable and growing organization with strong long-term career growth potential within operations and project support functions. The role provides an opportunity to work with accounting, operations, project management, and vendor partners, with exposure to contracts, compliance, vendor management, and project coordination.

Pay

The pay range for this position is $22.00 - $29.00/hr.

Schedule

This is a Contract to Hire position based out of Lisle, IL.