Onsite Project Coordinator - Billing & Subcontracting

Talentify; Lisle (IL); On-site; USD 30,000 - 40,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Short and long-term disability

Health Spending Account

Job summary

Aston Carter is seeking a Project Coordinator to support project administration, subcontractor compliance, and billing operations. You will serve as the liaison between subcontractors, vendors, project teams, and accounting to ensure documentation and invoices are accurate and processed timely.

The role requires 2+ years of experience in operations, service, construction, or project support, with strong Excel and communication skills.

Qualifications

• High School Diploma or GED required.
• Bachelor's degree in Business, Accounting, Finance, or related field preferred.

Responsibilities

• Prepare and track subcontract agreements, change orders, and related project documentation.
• Review subcontractor submissions for accuracy and compliance.
• Maintain vendor and subcontractor records.
• Coordinate vendor setup and maintenance requests.
• Ensure insurance certificates, lien waivers, W-9s, and safety documentation remain current.
• Support invoice processing and accounts payable functions.
• Manage project billing activities, payment status inquiries, and reconciliation efforts.
• Partner with operations and finance teams to ensure projects are billed accurately and vendors are paid on schedule.
• Act as a liaison between accounting, operations, and external vendors to resolve billing discrepancies.
• Track outstanding documentation and support the overall financial administration of active projects.

Skills

Subcontract Administration

Vendor Management & Compliance

Construction Billing

AP and Accounting Knowledge

Contract Documentation

Microsoft Excel & PDF Management

High Volume Administrative Support

HVAC industry Experience

Education

High School Diploma or GED

Bachelor's degree in Business/Finance

Job description

Aston Carter is seeking a Project Coordinator to support project administration, subcontractor compliance, and billing operations. You will serve as the liaison between subcontractors, vendors, project teams, and accounting to ensure documentation and invoices are accurate and processed timely.

The role requires 2+ years of experience in operations, service, construction, or project support, with strong Excel and communication skills.