Accounting & Billing Coordinator

Position Summary

We are seeking a highly organized and detail-oriented Finance & Billing Coordinator to manage the full financial administration cycle, including estimates, proposals, invoicing, accounts receivable, collections, and financial reporting. This position plays a critical role in supporting project managers and leadership by ensuring accurate pricing, timely billing, efficient collections, and proper financial documentation.

The ideal candidate is proactive, analytical, detail-oriented, and comfortable communicating with both clients and internal teams regarding financial matters.

Key Responsibilities

Estimating & Proposal Preparation

• Prepare client estimates, quotations, and project proposals.
• Review project scope, labor hours, and pricing information to develop accurate estimates.
• Coordinate with project managers and leadership to gather pricing and project data.
• Update and maintain estimate templates and pricing databases.
• Track estimate approvals and revisions.

Billing & Invoicing

• Generate and issue invoices accurately and on schedule.
• Review contracts, purchase orders, and project milestones for billing requirements.
• Verify invoice accuracy prior to submission.
• Track invoice status and payment schedules.
• Ensure timely submission of all client invoices.

Accounts Receivable & Collections

• Monitor aging reports and outstanding balances.
• Follow up on overdue invoices via email and phone.
• Maintain collection records and payment status reports.
• Resolve billing discrepancies and payment issues.
• Escalate collection concerns to management when necessary.

Financial Coordination

• Reconcile payments received against invoices.
• Maintain organized financial records and supporting documentation.
• Prepare weekly and monthly accounts receivable reports.
• Assist with cash flow tracking and financial forecasting.
• Support month-end reporting and administrative accounting functions.

Client & Internal Communication

• Serve as the primary point of contact for estimates, billing, and payment inquiries.
• Coordinate with project managers, engineers, and leadership regarding project financials.
• Maintain professional client relationships while managing collections and payment follow-ups.

Qualifications

• 2+ years of experience in estimating, billing, accounts receivable, finance, accounting, or project administration.
• Strong proficiency in Microsoft Excel and Microsoft Office.
• Experience creating estimates, proposals, and invoices.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple projects simultaneously.
• Experience with QuickBooks, Sage, NetSuite, or similar accounting software is a plus.

Preferred Experience

• Construction, engineering, architecture, consulting, or professional services industries.
• Contract-based billing and project invoicing.
• Client collections and accounts receivable management.

Key Performance Indicators (KPIs)

• Estimates issued accurately and on time.
• Invoice turnaround time.
• Accounts receivable aging performance.
• Collection of past-due invoices.
• Accuracy of billing and proposal documentation.
• Client response and follow-up efficiency.

Pay: From $20.00 per hour

Work Location: In person