Projects & Billings Coordinator

Doka; Channahon (IL); On-site; USD 48,000 - 64,000; Full time

Job summary

Doka USA is seeking a detail‑oriented Project & Billing Coordinator to support branch operations, contract administration, billing, and related documentation. This role collaborates with Sales, Operations, and Finance to ensure accurate project setup, invoicing, and closeout.

Ideal candidates will have 2–5 years in administration or logistics, strong English communication, and advanced Excel skills. The position emphasizes accuracy, organization, and independence in a fast‑paced environment.

Qualifications

• High school diploma required; Bachelor’s Degree in Business or Logistics preferred.
• 2–5 years of admin, operations, or logistics experience.
• Experience in inventory control and procurement planning preferred.
• Excellent communication skills in English (spoken, reading, writing).
• Strong numeric, analytical, and problem‑solving abilities.
• Proficient in Microsoft Office with advanced Excel skills.
• Excellent report writing and presentation skills.
• Organized team player, able to work independently in a fast-paced environment.

Responsibilities

• Manage branch contracts from proposal through execution and project closeout, ensuring documents are complete and accurate.
• Confirm executed contracts are on file before materials are released or shipped.
• Set up and maintain customer, project, jobsite, contract, and billing data 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 and route valid requests to the Area Manager for approval.
• Process certificates of insurance, file preliminary notices in the CRM, and provide invoices and supporting documents as needed.
• Resolve contract and billing discrepancies, maintain accurate project records, and close completed projects in DISCOs II.

Skills

Contract administration

Billing

Invoice processing

Customer coordination

Data entry

Analytical thinking

Communication

Education

Bachelor’s Degree in Business or Logistics

Tools

DISCOS II

Microsoft Excel

MS Office

Job description

Company Description

Company Description Doka USA is proud to be Certified™ by Great Place to Work®! We are committed to fostering a supportive work environment where all of our team members can thrive. As one of the world’s leading companies for developing, manufacturing, and distributing formwork solutions for the construction sector, Doka employs more than 9,000 people in over 58 countries and is part of the family-owned Umdasch Group.
We Make It Work.
Job Description
Position Summary The Project & Billing Coordinator provides administrative and operational support to the branch, with primary responsibility for contract administration, project setup, billing, and related documentation. This role works closely with Sales, Operations, Finance, and branch leadership to ensure projects are accurately established, billed, documented, and closed.
Key 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.

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.