Project Billing & Contracts Specialist

Umdasch Group; Birds (IL); On-site; USD 59,000 - 72,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401k retirement plan

Job summary

Doka USA, part of the Umdasch Group family, is seeking a Project & Billing Coordinator to support the branch’s contracts, project setup, billing, and documentation. You will collaborate with Sales, Operations, Finance, and leadership to ensure accurate establishment, invoicing, and project closeout.

Responsibilities include maintaining contracts and billing data in DISCOs II, preparing invoices per contract terms, and coordinating change orders with Sales.

Qualifications

• High school diploma required; Bachelor’s Degree in Business or Logistics preferred.
• 2–5 years of recent experience in administration, operations, or logistics preferred.
• Experience in inventory control and procurement planning preferred.
• Excellent communication skills, including command of English (speaking, reading, writing).
• Strong analytical skills with a strong numeric aptitude, technical proficiency, and effective problem-solving abilities.
• Proficient in Microsoft Office applications, with advanced Excel skills required.
• Excellent report writing and presentation skills.
• Ability to learn new computer systems, products, concepts, and techniques.
• Organized team player able to work independently in a results-driven, fast-paced environment.

Responsibilities

• Manage branch contracts from proposal through execution and project closeout, ensuring all required documents are complete, accurate, and properly maintained.
• Confirm that an executed contract is on file before materials are released or shipped to a project.
• Set up and maintain customer, project, jobsite, contract, and billing information in DISCOs II.
• Prepare customer invoices according to contract terms and verify billing accuracy against contracts and bills of lading.
• Partner with Sales to prepare change orders when project scope or value exceeds the original contract.
• Review credit requests against contract terms, prepare supporting documentation, and route valid requests to the Area Manager for approval.
• Process certificates of insurance, file preliminary notices in the CRM, and provide invoices, OFIs, and other supporting documents as needed.
• Resolve contract and billing discrepancies, maintain accurate project records, and close completed projects in DISCOs II.

Skills

Communication

Analytical thinking

Problem solving

English proficiency

Education

Bachelor's degree in Business or Logistics

Tools

Microsoft Office

Excel

Job description

Doka USA, part of the Umdasch Group family, is seeking a Project & Billing Coordinator to support the branch’s contracts, project setup, billing, and documentation. You will collaborate with Sales, Operations, Finance, and leadership to ensure accurate establishment, invoicing, and project closeout.

Responsibilities include maintaining contracts and billing data in DISCOs II, preparing invoices per contract terms, and coordinating change orders with Sales.