Project Administrative - Billing Coordinator

AV CONSTRUCTIO INC; Fountain Valley (CA); On-site; USD 34,000 - 40,000; Full time

Benefits offered by this job

Medical insurance

Paid time off

Retirement plan participation

Job summary

AV Construction, Inc. is seeking a Project Administrative Billing Coordinator to manage project billing activities, ensure accurate invoicing, and support contract compliance across two client groups.

The role collaborates with project managers, principals, accounting, customers, and subcontractors to maintain precise financial records and project support. The position emphasizes accuracy, organization, and the ability to manage multiple priorities in a dynamic construction environment.

Qualifications

• 2+ years in billing, accounting, or construction administration.
• Experience with construction invoicing and AIA-style progress billing.
• Proficient in Microsoft Office Suite, especially Excel.
• Knowledge of contracts, change orders, retention, lien releases.
• Detail-oriented, well-organized, able to multitask.
• High school diploma; associate degree preferred.

Responsibilities

• Manage contracts and insurance for projects; billing support for two companies.
• Prepare and submit invoices; include lien waivers per terms.
• Track costs, progress billing, retention, and vendor invoices.
• Monitor accounts receivable and follow up on overdue invoices.
• Maintain accurate billing records for two companies.
• Coordinate vendor/consultant invoicing and payment processing.
• Support month-end close and revenue reporting.
• Ensure compliance with customer-specific billing requirements.
• Maintain organized electronic and physical project files.
• Maintain positive, flexible attitude to office needs.

Skills

Billing

Accounting

Construction invoicing

Excel

Communication

Multitasking

Education

High school diploma or equivalent

Associate's degree in Accounting/Business

Tools

Microsoft Office Suite

Job description

Position Summary

The Project Administrative Billing Coordinator is responsible for managing project billing activities, ensuring accurate invoicing, contract compliance, and timely payment collection. This role works closely with Project Managers, Company Principals, Accounting, Customers, and Subcontractors to maintain accurate project financial records and project support.

Essential Duties and Responsibilities

• The primary responsibilities of this position include managing contracts, insurance requirements for projects, and billing support for two companies, each serving distinct clients, vendors, and consultants.
• Prepare and submit customer invoices in accordance with contract terms and billing schedules, including lien waivers to ensure billing compliance.
• Track project costs, progress billing, retention, and vendor invoicing.
• Monitor accounts receivable and follow up on outstanding invoices.
• Maintain accurate billing records and project requirements for two companies.
• Coordinate vendor and consultant invoicing and support payment processing activities.
• Support month-end closing activities and revenue reporting.
• Ensure compliance with customer-specific billing requirements.
• Maintain organized electronic and physical project files.
• Maintain a positive attitude and flexibility in adapting to office needs.

Qualifications

• Strong attention to detail, organizational skills, multitasking abilities, and the ability to maintain mental focus while managing multiple priorities.
• Demonstrated ability to follow direction, adapt to changing priorities, and work effectively within an established reporting structure.
• 2+ years of billing, accounting, or construction administration experience preferred.
• Experience with construction invoicing, AIA-style progress billing, and working with construction trades preferred.
• Knowledge of contract management, change orders, retention, lien releases, and construction verbiage a plus.
• Proficient in Microsoft Office Suite, especially Excel.
• Ability to manage multiple projects and deadlines.
• Strong interpersonal and communication skills, with the ability to educate and assist clients, vendors, consultants, and team members on processes and requirements.
• Ability to manage change professionally and maintain a positive, collaborative approach in a dynamic environment.
• High school diploma or equivalent required; Associate's degree in Accounting, Business, or related field preferred.

Physical Requirements

• This is an office-based position.
• Ability to sit for extended periods and regularly use a computer and standard office equipment.
• Ability to occasionally lift and carry files, boxes, and office materials weighing up to 25 pounds.

Compensation

$25.00-$29.00 per hour, based on qualifications and experience. Benefits may include medical insurance, paid time off, and retirement plan participation, depending on employment status and eligibility.

Company Description

AV Construction, Inc. has been and is a true leader in the tight niche market of medical construction for the past 20+ years. We are committed to excellence in all aspects of our delivery method, providing a TEAM approach to each and every project. Our mission is to change the delivery of construction by being innovative, envisioning the future needs of our clients and acquiring all aspects of the medical construction industry. As a Team member, we are invested in each of our projects, and our owners are invested in each of our futures. Compensation, benefits, and the development of the (ESOP) Employee Stock Ownership Plan investing structure makes AV Construction beyond unique.