About the Role
We're seeking a highly organized Construction Project Coordinator to support the financial and administrative operations of multiple construction projects for a US-based company.
This role primarily focuses on Accounts Receivable (AR) and Accounts Payable (AP) while maintaining visibility over active construction projects to ensure accurate billing, timely collections, and smooth project coordination. You'll work closely with company leadership, project teams, subcontractors, and clients to support projects from initiation through completion while ensuring invoices, payments, and project documentation remain accurate and up to date.
This role is ideal for someone with construction administration experience who enjoys combining project coordination with financial operations and client communication.
Key Responsibilities
Accounts Receivable (Primary Focus)
- Prepare, issue, and track customer invoices on time.
- Monitor outstanding invoices and follow up on overdue payments.
- Maintain accurate Accounts Receivable records and payment schedules.
- Respond to customer inquiries regarding invoices, payment terms, and billing details.
- Coordinate with project teams to resolve billing discrepancies and ensure invoice accuracy.
- Maintain organized documentation supporting customer billing and collections.
Accounts Payable
- Process and organize vendor and subcontractor invoices.
- Verify invoices against project progress, work completed, and supporting documentation.
- Assist with Accounts Payable coordination and invoice processing.
- Maintain accurate AP records and supporting financial documentation.
- Coordinate with internal stakeholders to resolve invoice discrepancies.
Project Coordination
- Monitor project progress to support accurate billing and financial reporting.
- Track project milestones, work-in-progress (WIP), and project completion status.
- Coordinate with project managers, field teams, and subcontractors regarding project updates.
- Maintain project records, schedules, and status reports.
- Support project setup and ongoing administrative requirements.
- Assist with tracking change orders and project-related documentation.
Client & Team Communication
- Serve as a primary point of contact for customer billing and invoice-related inquiries.
- Communicate professionally with clients regarding payment status, invoice questions, and project updates.
- Coordinate communication between project managers, field teams, subcontractors, and internal stakeholders.
- Maintain timely and professional written and verbal communication with both customers and internal teams.
- Follow up on outstanding action items to ensure projects and financial processes stay on track.
Documentation & Administrative Support
- Organize and maintain project documentation in accordance with company standards.
- Track document submissions, approvals, revisions, and supporting records.
- Maintain spreadsheets and reports related to project budgets, billing, AR/AP, and project performance.
- Ensure project and financial records remain accurate, current, and easily accessible.
Qualifications
- High school diploma required; Associate's or Bachelor's degree in Business, Construction Management, Engineering, Accounting, or a related field is preferred.
- Minimum of 2 years of experience in construction administration, project coordination, project accounting, or a similar role.
- Experience supporting residential or commercial construction projects is highly preferred.
- Experience handling Accounts Receivable, Accounts Payable, project billing, or construction accounting is strongly preferred.
- Experience using QuickBooks is highly preferred.
- Experience with Bill.com or similar AP automation software is an advantage.
- Strong organizational skills with the ability to manage multiple projects and deadlines.
- Excellent written and verbal English communication skills.
- Proficiency in Microsoft Excel, Word, and Outlook.
- Experience with construction management or document management software is a plus.
What We're Looking For
- Excellent written and verbal communication skills with confidence communicating directly with customers.
- Strong organizational and time management abilities.
- Exceptional attention to detail and accuracy.
- Ability to understand project workflows to support accurate billing and financial coordination.
- Comfortable managing multiple priorities in a fast-paced environment.
- Proactive, dependable, and able to work independently while collaborating with cross-functional teams.
- Customer-focused with a professional and solution-oriented approach.
Application Process
If your background aligns with the role, we'd love to hear from you. Please submit your application along with your updated resume.
Due to the volume of applications, only shortlisted candidates will be contacted.
Please check your spam or junk folder regularly after applying to ensure you don't miss any communication from our team.
