Projects & Billings Coordinator

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

Benefits offered by this job

Medical

Dental

Vision

401k retirement plan

Paid time off

Life insurance

Job summary

Doka USA Ltd. in Illinois is seeking a Project & Billing Coordinator to provide administrative support for contract administration, project setup, billing, and related documentation.

This role works with Sales, Operations, Finance, and branch leadership to ensure projects are established, billed, documented, and closed accurately. This role requires a high school diploma (Bachelor’s preferred), 2–5 years in admin/logistics, strong Excel skills, and excellent English communication.

Qualifications

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

Responsibilities

• Manage branch contracts from proposal through execution and closeout.
• Ensure executed contracts are on file before materials are released.
• Set up and maintain customer, project, jobsite, contract, and billing data in DISCOs II.
• Prepare customer invoices and verify billing accuracy against contracts and bills of lading.
• Coordinate change orders with Sales when scope or value changes.
• Review credit requests against contract terms and route for approval.
• Process certificates of insurance and file notices in the CRM.
• Resolve contract and billing discrepancies and close completed projects in DISCOs II.

Skills

Communication

Analytical skills

Excel

Microsoft Office

Problem solving

Organization

Independent work

Education

Bachelor’s degree preferred in Business or Logistics

High school diploma required

Tools

DISCOs II

CRM software

Job 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.

Additional Information

In accordance with applicable state and local pay transparency laws, Doka USA Ltd. is committed to providing a clear and equitable compensation structure. The salary for this position is between is budgeted up to $65,000, which is based on a variety of factors, including but not limited to the candidate’s experience, qualifications, skills, and geographic location. This range represents the base pay for the position and does not include potential bonuses, commissions, benefits, or other forms of compensation. Final compensation will be determined at the time of offer and in accordance with internal equity and market data.

• medical
• dental
• vision
• Flexible Spending Account
• company paid life insurance
• supplemental voluntary term life insurance
• 401k retirement plan (Roth and Non-Roth)
• short-term disability
• AFLAC policies
• paid time off (sick/personal,vacation, floating holiday and company paid holidays)

Doka offers terrific career opportunities, competitive compensation, and an exciting opportunity to join as a member of Doka's team.

Doka USA, Ltd. isan equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

External candidates must be authorized to work for any employer in the USA.

At Umdasch Group, we are convinced that diverse teams drive performance and are key to our global success. It’s their attitude and their contributions that matter.Regardless of any personal characteristics, people who share our values and are committed to working passionately towards our common goals will find space to grow.

We believe in – and are committed to – equal opportunities for everyone.