Contract & Billing Coordinator

Ruppert Landscape Construction; Saint Augustine (FL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive compensation package

Paid time off and holidays

Health, dental, and vision insurance

FSAs for healthcare and dependent care

401(k) with company match

Employee Assistance Program (EAP)

People-first culture

Job summary

Ruppert Landscape is seeking a Contract Administrator to support the financial and administrative success of landscape installation projects. You will set up projects in the cost system, review contracts, and coordinate billing and reporting with project teams.

You will partner with operations to ensure accurate project financials, monitor work-in-progress, assist with month-end close, and maintain meticulous contract documentation across multiple sites.

Qualifications

• 2+ years of contract administration, billing, accounting, project coordination, or administrative support experience preferred.
• Experience supporting construction, landscape, or project-based operations preferred.
• Strong understanding of billing, collections, financial reporting, and contract administration processes.

Responsibilities

• Review and finalize bid packages and contract documentation.
• Set up and maintain projects within the cost system for accurate tracking and reporting.
• Collaborate with project managers, operations, vendors, and customers to support project execution and financial performance.
• Coordinate operational communication and maintain work-in-progress schedules and reporting.
• Manage customer billing and collections, including invoicing and tracking.
• Monitor and collect retention payments per contract terms and timelines.
• Prepare monthly financial reporting and assist with month-end close.
• Compile financial and operational data for monthly branch reporting.
• Ensure accuracy and completeness of project financial records and reporting.

Skills

Contract administration

Billing

Accounting

Project coordination

Excel

Communication

Time management

Multitasking

Education

Associate or Bachelor’s degree in business, accounting, finance, construction management (preferred)

Tools

Microsoft Office Suite

Job description

Ruppert Landscape is seeking a Contract Administrator to support the financial and administrative success of landscape installation projects. You will set up projects in the cost system, review contracts, and coordinate billing and reporting with project teams.

You will partner with operations to ensure accurate project financials, monitor work-in-progress, assist with month-end close, and maintain meticulous contract documentation across multiple sites.