Billing Contracts and Accounting Coordinator

Emprime Solutions; Bayonne (NJ); On-site; USD 34,440 - 37,195; Full time

Benefits offered by this job

401(k)

401(k) matching

Company parties

Job summary

Emprime Solutions is seeking aBilling, Contracts & Accounting Coordinator in Bayonne, NJ to support invoicing, PO processing, subcontractor documentation, contract management, expense tracking, and reconciliations. The role requires proactive coordination with multiple departments and vendors to ensure timely billing and proper documentation.

The candidate will manage customer invoices, PO processes, and contract trackers, while supporting month-end close and receivables collections as part of a

Qualifications

• Proven experience in billing, invoicing, accounts receivable, PO administration or accounting support.
• Strong understanding of PO controls, invoice matching, job costing and reconciliations.
• Experience with subcontractors, vendors, service contracts, POs, and supporting billing documentation.
• Familiarity with Simpro, QuickBooks or similar accounting/job-management software preferred.
• Strong Excel or spreadsheet skills.
• Attention to detail and follow-through.
• Ability to meet deadlines and follow up on missing information.

Responsibilities

• Prepare, review, and process customer invoices accurately and on schedule.
• Verify billable work in Simpro across jobs, work orders, labor, and materials.
• Manage and track purchase orders from creation to closing; ensure PO alignment with scopes and invoices.
• Follow up with subcontractors, vendors, and internal teams for missing information and approvals.
• Maintain PO and contract trackers with status, values, renewals, and signatures.
• Assist with accounts receivable, collections, and month-end close processes.

Skills

Billing & Invoicing

Accounts Receivable

Purchase Order Admin

Contract Administration

Bank Reconciliations

Excel / Spreadsheets

Simpro / QuickBooks

Tools

Simpro

QuickBooks

Excel

Job description

Benefits:

• 401(k)
• 401(k) matching
• Company parties

Billing, Contracts & Accounting Coordinator

We are seeking a highly organized and detail-oriented Billing, Contracts & Accounting Coordinator to support our invoicing, purchase order processing, subcontractor documentation, contract management, expense tracking, reconciliations, and collections processes.

The ideal candidate is proactive, dependable, comfortable following up with multiple departments and vendors, and able to ensure that all completed work is properly documented and billed on time.

Key Responsibilities

• Prepare, review, and process customer invoices accurately and on schedule.
• Review jobs, work orders, purchase orders, labor, materials, and supporting documentation in Simpro to confirm that all billable work is captured.
• Manage the purchase order process, including creating, tracking, reviewing, and closing purchase orders.
• Confirm that purchase orders match approved scopes, vendor invoices, subcontractor invoices, job costs, and client billing requirements.
• Follow up with subcontractors, vendors, field employees, and internal team members for missing purchase orders, invoices, receipts, completion documents, approvals, or other required information.
• Ensure all vendor and subcontractor invoices are connected to the correct purchase order, job, property, department, or customer.
• Idntify open, missing, duplicate, overbilled, or incorrectly coded purchase orders and resolve discrepancies promptly.
• Maintain a purchase order tracker showing status, value, vendor, job assignment, approval status, invoicing status, and remaining balance.
• Ensure approved purchase orders and supporting documents are properly entered and maintained in Simpro.
• Ensure all active customer contracts and recurring services are billed correctly and according to contract terms.
• Maintain a detailed contract tracker, including start dates, expiration dates, renewal dates, pricing changes, insurance requirements, and outstanding signatures.
• Coordinate contract renewals and assist with transferring expiring agreements into updated contracts.
• Track company expenses and confirm that expenses are assigned to the correct job, property, department, or customer.
• Complete bank reconciliations and credit card expense reconciliations.
• Identify discrepancies, duplicate expenses, missing receipts, unbilled costs, and billing errors.
• Assist with accounts receivable and collection follow-ups as needed.
• Maintain accurate records of outstanding invoices, payment commitments, disputes, and collection activity.
• Support month-end billing and accounting close procedures.
• Produce reports on invoicing status, unbilled work, open purchase orders, missing documentation, expiring contracts, outstanding receivables, and expenses.
• Work closely with operations, accounting, subcontractors, vendors, and management to keep billing and financial records current.

Qualifications

• Previous experience in billing, invoicing, accounts receivable, purchase order administration, bookkeeping, contract administration, or accounting support.
• Strong understanding of purchase order controls, invoice matching, job costing, bank reconciliations, and credit card reconciliations.
• Experience working with subcontractors, vendors, service contracts, purchase orders, and supporting billing documentation.
• Experience with Simpro, QuickBooks, or similar accounting and job-management software is strongly preferred.
• Strong Excel or spreadsheet skills.
• Excellent attention to detail and follow-through.
• Ability to manage deadlines and follow up consistently on missing information.
• Strong written and verbal communication skills.
• Ability to handle confidential financial and business information professionally.
• Experience in janitorial services, facilities management, construction, property management, HVAC, or another service-based industry is a plus.

Position Objective

• The primary objective of this role is to ensure that all completed and recurring work is properly documented, supported by the correct purchase orders, billed, tracked, and collected, while keeping contracts, expenses, vendor records, and financial reconciliations accurate and up to date.

Job Type: Full time

Schedule: Monday through Friday 8:30 am to 5:00 pm

Location: Bayonne, nj

Compensation: $25-27 an hour