Construction Office & Project Lead: Billing & Coordination

RJS Grading; Raleigh (NC); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Medical premiums paid for employee

PTO 80 hours per year

Six paid holidays

SIMPLE IRA with employer match

Job summary

RJS Grading, a Raleigh, North Carolina-based civil excavation and underground utility contractor, is hiring an Office & Project Coordinator to manage daily administration, billing, and field/vendor coordination. The role reports to Erin, the Financial Officer, and collaborates with field leadership to keep projects on track.

The position emphasizes accurate recordkeeping, timely follow-up, and proactive problem solving to prevent payroll or invoicing delays.

Qualifications

• Experience in construction office administration, project coordination, project accounting, bookkeeping, or a closely related role.
• Hands-on QuickBooks Desktop experience, including transaction entry and job coding; comfortable learning the Enterprise/ hosted setup.
• Working knowledge of AP, AR, billing, timekeeping, and payroll support; proficient spreadsheet and shared-file skills.

Responsibilities

• Handle routine calls, email, filing, office calendars, and follow-up. Maintain a current list of deadlines and open items.
• Maintain job folders, contracts, permits, insurance certificates, W-9s, lien waivers, change logs, and closeout records; flag missing paperwork early.
• Track bid invitations and deadlines, organize plans and addenda, request quotes, and coordinate submission of approved proposals.
• Enter bills, receipts, deposits, and job costs in QuickBooks Desktop Enterprise. Resolve coding questions with the field and outside accounting team.
• Prepare invoices and pay applications by contract deadlines. Track receivables, retainage, and unbilled work; follow up on collections and disputes.
• Prepare vendor-payment batches and payroll information, obtain verified field hours and owner approvals, and submit approved items through established systems, including ADP.
• Coordinate onboarding, confidential HR records, and project meetings, inspections, and delivery details with the responsible project lead.

Skills

Office administration

Project coordination

QuickBooks

Billing

Payroll support

Recordkeeping

Communication

Tools

QuickBooks Desktop

ADP

Excel

Job description

RJS Grading, a Raleigh, North Carolina-based civil excavation and underground utility contractor, is hiring an Office & Project Coordinator to manage daily administration, billing, and field/vendor coordination. The role reports to Erin, the Financial Officer, and collaborates with field leadership to keep projects on track.

The position emphasizes accurate recordkeeping, timely follow-up, and proactive problem solving to prevent payroll or invoicing delays.