Production Control & Billing Coordinator

Donohoe Construction Company; Manassas (VA); On-site; USD 73,000 - 80,000; Full time

Job summary

Complete Building Services (CBS) in Manassas, VA, seeks a Production Control Coordinator to provide essential administrative support for invoicing, budgeting, and CMMS/TMA operations. The role includes processing RWOs, tracking reimbursements, and coordinating service requests and subcontractors on site.

You will manage access control, review subcontractor reports, and support project administration with RWO quotations, approvals, and closeout documentation.

Qualifications

• Minimum of five (5) years of experience in office administration, billing/invoicing, dispatch and financial tracking.
• Demonstrated ability to support robust tracking of reimbursable spending accounts.
• General understanding of maintenance operations preferred.
• Proficiency with Microsoft Office Suite, with mid level Excel experience maintain and developing spreadsheets for processing invoices, project status and basic accounting functions.
• Previous NetSuite experience preferred.
• Experience with project tracking software.
• Proficiency with TMA Systems CMMS preferred.
• High school diploma or equivalent required.
• Excellent written and verbal communication skills in person, via email and text messages.
• Previous experience in managing employee weekly schedule, tracking shift changes and time approval.

Responsibilities

• Prepare, process, and submit accurate, timely progress invoices/billing for Reimbursable Work Orders (RWOs) and O&M services, ensuring supporting documentation meets government acceptance requirements.
• Track and reconcile reimbursable spending accounts, monitoring RWO budgets, funding status, and outstanding invoices in Microsoft Excel.
• Manage incoming service requests and work orders; maintain the CMMS (TMA); dispatch technicians and schedule subcontractors.
• Manage access control for visitors, ensuring compliance with site access policies, advanced notification, approval and accurate status at all times.
• Collect, review, and file subcontractor visit reports and other supporting work-order documentation.
• Serve as a primary contact for customer and tenant service requests; coordinate facility maintenance activities with customers.
• Schedule and track preventive maintenance (PM) activities and follow up to confirm timely completion.
• Support project administration for facility projects, including scheduling, records maintenance, and coordination with the RWO Coordinator and Project Manager on RWO quotations, approvals, and closeout documentation.
• Maintain time-sheet tracking, process product and material purchasing, and maintain general office and personnel records.
• Attend and actively participate in monthly financial review meetings, reporting on invoicing status, reimbursable account tracking, and outstanding items.

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Excel

NetSuite

TMA Systems CMMS

Project tracking software

Job description

Complete Building Services (CBS) in Manassas, VA, seeks a Production Control Coordinator to provide essential administrative support for invoicing, budgeting, and CMMS/TMA operations. The role includes processing RWOs, tracking reimbursements, and coordinating service requests and subcontractors on site.

You will manage access control, review subcontractor reports, and support project administration with RWO quotations, approvals, and closeout documentation.