Commerical Coordinator - Project Billing & Cost

ADP, Inc.; Phoenix (AZ); On-site; USD 44,000 - 48,000; Full time

Job summary

MornstAir is seeking a Commercial Coordinator in Phoenix, AZ to support billing and cost administration across multiple engineering and construction projects. You will prepare customer payment applications, invoices, and monthly cost reports, ensuring documentation aligns with contract requirements.

The role requires a Bachelor’s degree and strong Excel/ERP experience, with excellent organizational skills to manage records for multiple projects simultaneously.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, Construction Management, Supply Chain Management, or a related field preferred.
• Experience in project coordination, project administration, or billing and cost support.
• Proficiency in Excel and experience with an ERP or accounting system.
• Strong organizational and follow-up skills with ability to manage documentation for multiple projects.

Responsibilities

• Work with project engineers to collect progress records, delivery documentation, timesheets, and other supporting materials required for customer billing.
• Prepare and submit customer payment applications and invoices in accordance with contract requirements and billing schedules.
• Track submitted invoices, customer approvals, payment status, and outstanding balances; follow up on missing documentation or payment issues.
• Review supplier and subcontractor payment requests for materials, labor, equipment rental, and other project costs; check them against purchase orders, contracts, approved rates, delivery records, timesheets, and prior payments.
• Identify discrepancies, duplicate charges, missing approvals, and costs that exceed the approved scope or budget; coordinate with relevant teams to resolve exceptions before payment processing.
• Assign or verify project and cost codes, and prepare a monthly summary of billing, payments, committed costs, and outstanding items for management review and approval.
• Upload approved invoices and supporting documents to the accounting system for payment processing.
• Maintain organized records of contracts, purchase orders, change orders, invoices, approvals, and payment documentation for each project.
• Coordinate with accounting to reconcile project cost and payment records.

Education

Bachelor’s degree in Accounting, Finance, Business Administration, Construction Management, Supply Chain Management, or a related field

Tools

Excel

ERP system

Job description

Full Time Phoenix, AZ, US

Commerical Coordinator - Project Billing & Cost

Salary Range: $32.00 To $35.00 Hourly

Position Summary

MornstAir is seeking a Commercial Coordinator to support billing and cost administration across multiple engineering and construction projects. Working closely with project engineers, procurement, management, and accounting, this role prepares customer payment applications and invoices, reviews supplier and subcontractor payment requests, and maintains accurate project cost records and monthly reports. The position helps ensure billing and payment documentation is complete, accurate, and aligned with contract requirements.

Key Responsibilities

• Work with project engineers to collect progress records, delivery documentation, timesheets, and other supporting materials required for customer billing.
• Prepare and submit customer payment applications and invoices in accordance with contract requirements and billing schedules.
• Track submitted invoices, customer approvals, payment status, and outstanding balances; follow up on missing documentation or payment issues.
• Review supplier and subcontractor payment requests for materials, labor, equipment rental, and other project costs. Check them against purchase orders, contracts, approved rates, delivery records, timesheets, and prior payments.
• Identify discrepancies, duplicate charges, missing approvals, and costs that exceed the approved scope or budget. Coordinate with the relevant teams to resolve exceptions before payment processing.
• Assign or verify project and cost codes, and prepare a monthly summary of billing, payments, committed costs, and outstanding items for management review and approval.
• Upload approved invoices and supporting documents to the accounting system for payment processing.
• Maintain organized records of contracts, purchase orders, change orders, invoices, approvals, and payment documentation for each project.
• Coordinate with accounting to reconcile project cost and payment records.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, Construction Management, Supply Chain Management, or a related field preferred.
• Experience in project coordination, project administration, or billing and cost support, preferably within engineering, construction, or a related industry.
• Ability to review contracts, purchase orders, invoices, timesheets, and support documents with close attention to detail.
• Proficiency in Excel and experience with an ERP or accounting system.
• Strong organizational and follow-up skills, with the ability to manage documentation for multiple projects.
• Clear communication skills and the ability to work with project teams, vendors, customers, and accounting.