Construction Project Coordinator – Billing & Docs

Dean Snyder Construction; Ankeny (IA); On-site; USD 50,000 - 70,000; Full time

Job summary

Dean Snyder Construction is seeking a Project Coordinator to support project management activities, including setting up projects in software, managing costs, contracts, and vendor communications. The role involves cross-training with related positions and ensuring accurate billing and documentation across multiple projects.

Responsibilities include preparing contracts, tracking commitments, reviewing subcontractor invoices, and maintaining organized electronic project records.

Qualifications

• Proven experience as project coordinator or general accounting experience.
• Adherence to laws and confidentiality guidelines.
• Proficient in MS Office (especially Excel).
• Working knowledge of construction accounting software or ability to quickly learn/use software.
• Excellent math ability.
• High degree of attention to detail and trustworthiness.
• Ability to audit and reconcile documents.
• Ability to proofread and edit documents to ensure accuracy.
• Prioritizing and organizing daily work tasks.
• Indexing, alphabetizing, and organizing materials.
• Performing data entry to update and maintain databases.
• Excellent communication, interpersonal, intuitive, and critical thinking skills
• Ability to work well with limited supervision
• Possess a valid driver’s license and meet the company’s Motor Vehicle Records (MVR) standards.

Responsibilities

• Set up new projects in software; issue project numbers and import estimates for cost tracking.
• Prepare contracts; draft AIA/project documents; send to subcontractors and vendors, ensure documentation returned and tracked.
• As requested, perform credit checks on subcontractors; confirm bonding for subcontractors and the project.
• Establish and maintain all project documents electronically in designated folders on the shared server.
• Enter commitments and change orders and track back charges by job.
• Assist project managers in tracking subcontractor payments, reviewing reports, and allocating expenses.
• Review subcontractors pay applications and ensure policy compliance.
• Prepare job cost reports detailing time and materials using job costing software.
• Collect and track subcontractor documents; lien waivers, certificates of insurance.
• Regularly follow up with subcontractors and suppliers for effective communication.
• At project completion reconcile system reports with invoices and change orders for accurate billing.
• Reconcile retainage on completed commitments.
• Collaborate with team to verify end product and review related logs.
• Learn and proficiently use the on-line project collaboration software.
• Maintain the on-line bid software tool; update vendor contacts.
• Be knowledgeable of sales tax laws in the project state for accurate billing.
• Maintain and record information for contractor statements and submit to customer on request.
• Provide customer service by responding to queries from project managers.

Skills

Excel

MS Office

Attention to detail

Communication

Independent work

Driver's license

Education

Three years related billing or bookkeeping experience

Tools

Construction accounting software

ERP software

Job description

Dean Snyder Construction is seeking a Project Coordinator to support project management activities, including setting up projects in software, managing costs, contracts, and vendor communications. The role involves cross-training with related positions and ensuring accurate billing and documentation across multiple projects.

Responsibilities include preparing contracts, tracking commitments, reviewing subcontractor invoices, and maintaining organized electronic project records.