Project/Billing Coordinator Assistant

Job Summary

The Project Coordinator Assistant supports Project Coordinators, Department Directors, and project teams by assisting with administrative, operational, and coordination tasks across the project lifecycle. This role is responsible for maintaining project organization, facilitating communication, supporting utility coordination efforts, and ensuring accurate documentation and compliance tracking. 

The Project Coordinator Assistant also responsible for accurately preparing, processing, and managing invoices related to underground utility locating services. This role ensures timely billing, resolves discrepancies, and supports financial operations by maintaining detailed records of field services, client contracts, and billing schedules.

This is a full-time role with a requirement to work on-site in Covington, Georgia. For the first three months, employee will have to commute to the Athens, GA location for training. 

Agile Underground Services, DBA GroundHawk offers a great benefit package for our team members including competitive pay, excellent medical, dental, vision and life insurance as well as immediate 401(k) participation & matching and Paid Time Off. If you are passionate about making a difference, consider joining our talented, diverse team!

Job Functions

Utility Coordination

• Create and manage utility tickets
• Conduct research to identify utility ownership
• Initiate outreach to utility owners for coordination and verification
• Track responses and follow up to ensure timely communication
• Records & Document Management
• Maintain and organize records folders
• Move and file documents into appropriate project folders accurately
• Ensure all documentation is current, complete, and accessible

Client & Communication Support

• Manage main line phone calls and route inquiries appropriately
• Serve as an initial point of contact for internal and external communications
• Maintain professional and timely communication with clients and stakeholders

Compliance & Documentation Support

• Request and track Certificates of Insurance (COI) and W-9 forms from clients
• Facilitate preparation and processing of affidavits
• Assist with maintaining compliance-related documentation

Billing Support

• Prepare and issue invoices based on service tickets, contracts, and field reports for utility locating services 
• Review and verify accuracy of job data, including locate requests, labor hours, and service codes 
• Maintain billing records and ensure compliance with company policies and client agreements 
• Communicate with field technicians and operations teams to clarify job details and resolve discrepancies 
• Process adjustments, credits, and rebills as needed 
• Track and follow up on outstanding invoices and support collections efforts 
• Reconcile billing data with accounting systems and ensure proper documentation 
• Assist with month-end closing activities and financial reporting 
• Respond to client billing inquiries in a timely and professional manner 
• Maintain knowledge of industry-specific billing practices (e.g., one-call tickets, utility contracts) 

Meeting & Coordination Support

• Attend UCC meetings and document notes, action items, and follow-ups
• Assist with scheduling and coordination of meetings
• Support team communication and task tracking

EOS Participation & Support

• Serve as EOS Secretary by documenting meeting notes and action items
• Assist with EOS process coordination and accountability tracking

Project Team Support

• Assist Project Coordinators with daily tasks as needed
• Support project tracking, organization, and administrative functions
• Perform additional duties as assigned to support project success

Requirements

Skills & Competencies

• Strong verbal and written communication skills
• Excellent organizational, multitasking, and time-management abilities
• High attention to detail and accuracy
• Problem-solving and critical-thinking skills
• Customer service-oriented mindset
• Proficiency in Microsoft Office Suite (Teams, Excel, Outlook)
• Ability to work in a fast-paced, deadline-driven environment

Requirements

• High school diploma or equivalent required; associate or bachelor’s degree preferred
• 1 years of administrative, coordination, or project support experience preferred, plus 1 years of billing, invoicing, or accounting experience (experience in construction, utilities, or field services is a plus) 
• Proficiency in Microsoft Office Suite, (Excel and accounting/billing software (e.g., NetSuite, QuickBooks, SAP, or similar) 
• Strong organizational and documentation management skills
• Ability to handle multiple tasks and shifting priorities
• Strong interpersonal and communication skills
• Ability to work collaboratively across teams

Location: This is a full-time role with a requirement to work on-site in Covington, Georgia. For the first three months, employee will have to commute to the Athens, GA location for training. 

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