Project Finance Coordinator

About the role

The Project Finance Coordinator provides comprehensive accounting and billing support to project managers from project start-up through project closeout. This role focuses on preparing accurate monthly billing packets, maintaining project financial data in the ERP system, and ensuring full compliance with insurance, bonding, and notice requirements for a key customer with multiple sites. The coordinator serves as a critical partner to project managers and the broader project finance team, resolving billing disputes, supporting continuous improvement initiatives, and modeling the company’s mission, vision, and core values in daily interactions.

Responsibilities

• Provide end-to-end accounting and finance support to project managers from project initiation through project close, ensuring all financial activities are accurately recorded and aligned with project requirements.
• Prepare accurate and complete monthly billing packets, including all required supporting documentation based on customer requirements, contract terms and conditions, and specific provisions.
• Submit billing packets to customers by specified due dates, upload documentation into customer portals as needed, and post all billing activity to the ERP system in a timely manner.
• Maintain and update the ERP system with current project budgets, contracts, billing details, and other project-related financial information as directed by project managers.
• Manage project compliance items, including Project Insurance Certificates, enrollment in appropriate Wrap-Up Insurance Programs when applicable, bonds, Project Preliminary Notices, and UCC filings.
• Affiliate in identifying, investigating, and resolving customer billing disputes and compliance issues, working collaboratively with project managers and customers to reach timely resolutions.
• Partner closely with project managers and the project finance team to ensure accurate, timely, and transparent financial reporting for a dedicated customer with multiple sites.
• Cultivate strong, cooperative working relationships with internal teams and external customers that reflect and support the company’s core values and consistently meet or exceed customer expectations.
• Make decisions in an attentive and safe manner, prioritizing the safety and health of self and others in all work activities and interactions, including when working at or supporting refinery-related projects.
• Utilize LEAN concepts and other continuous improvement methodologies to streamline operations, improve financial processes, and enhance overall efficiency and accuracy.
• Promote and model the company mission and vision in daily work, demonstrating an ownership mindset, professionalism, and a commitment to high-quality service.
• Maintain meticulous attention to detail in all billing, accounts receivable, and project finance activities, particularly for a high-importance customer with unique processes.
• Communicate professionally and clearly with customers, project managers, and team members, providing timely updates, reports, and responses to inquiries.
• Use Excel extensively to track, analyze, and upload financial data, including building and maintaining formulas and functions required for manual customer reporting.
• Support the broader project finance team as needed, contributing to a collaborative, high-performing environment across local and remote team members.

Qualifications

• At least 3 years of experience in billing, accounts receivable, or project finance, supporting project-based work.
• Demonstrated experience preparing and processing billing and invoicing, including assembling complete billing packets with supporting documentation.
• Hands-on experience with accounts receivable processes, including posting, tracking, and reconciling customer payments.
• Proficiency working within an ERP system to maintain budgets, contracts, billing data, and project financial information.
• Strong Excel skills, including active use of formulas and functions for data tracking, analysis, and manual uploads; ability to work comfortably and efficiently in Excel on a daily basis.
• Prioritizing the safety and health of self and others in all work activities and interactions, including when working at or supporting refinery-related projects.
• Experience supporting a single key customer or dedicated account, particularly in environments with unique or highly detailed processes.
• Background in project finance within construction, industrial, or energy-related projects, including familiarity with refinery or similar industrial sites.
• Exposure to LEAN concepts or other continuous improvement methodologies, with an interest in optimizing processes and workflows.
• Comfort working with manual reporting and documentation requirements, adapting to customer-specific systems and expectations.
• Strong interpersonal skills with the ability to build positive, collaborative relationships within a large, geographically dispersed project finance team.
• Demonstrated ability to thrive in a role that requires high ownership, responsiveness, and consistent, professional communication.
• Detail-oriented approach with the ability to "live in the details" of data, contracts, and compliance documentation while maintaining a clear view of overall project objectives.