Billing Project Coordinator

Project Coordinator

Company: amfabsteel, Inc.

Address: 100 Calle Industrial, Bernalillo, NM 87004

Department: Project Coordination

Reports To: Project Coordination Manager

Position Summary

The Project Coordinator serves as a critical link between project management and financial execution in a fast-paced design-build structural fabrication environment. This role is responsible for managing project billings, maintaining accurate financial documentation, and coordinating project-related financial activities from initiation through closeout. The Project Coordinator collaborates closely with Project Managers, Purchasing, Production, Accounting, and external stakeholders to support the successful financial performance and administrative execution of structural steel projects.

This position plays a key role in ensuring billing accuracy, maintaining organized project documentation, supporting contractual compliance, and facilitating communication across departments and project partners. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a deadline-driven environment.

Essential Functions

• Manage and maintain project Schedule of Values (SOV) based on project budgets and approved change orders.
• Prepare, review, and submit monthly client billing packages, ensuring all required supporting documentation is accurate and complete.
• Coordinate billing documentation including change orders, lien waivers, shipping records, insurance certificates, and progress approvals.
• Collaborate with Project Managers, Purchasing, Production, and Accounting to verify projected costs, billing accuracy, and project financial status.
• Enter and maintain billing data within company accounting and project management systems.
• Monitor outstanding billing items and proactively follow up to resolve discrepancies or missing documentation.
• Support project financial closeout activities, ensuring all records are reconciled, complete, and properly archived.
• Maintain and organize project documentation including contracts, Requests for Change (RFC), Purchase Order Change Orders (POCO), Subcontractor Change Orders (SCO), delivery records, and financial files.
• Ensure timely distribution and storage of project documentation in accordance with company procedures and audit requirements.
• Maintain organized digital and physical records for active and completed projects.
• Serve as a primary financial liaison between Project Managers, Estimators, Purchasing, Production, Accounting, Executive Leadership, clients, vendors, and subcontractors.
• Coordinate with Accounting regarding accounts payable/accounts receivable tracking, lien waiver management, and project financial reconciliation.
• Build and maintain positive working relationships with clients, subcontractors, suppliers, and internal departments.
• Collaborate with project teams to ensure billing timelines, deliverables, and documentation requirements are consistently met throughout the project lifecycle.
• Demonstrate consistent attendance, reliability, and responsiveness to support project deadlines and operational needs.
• Work overtime as required to meet billing cycles, reporting deadlines, or project demands.

Qualifications

• Minimum of 5 years of relevant experience in project coordination, billing, financial administration, or construction project support preferred.
• Previous experience in construction, subcontracting, structural steel fabrication, or design-build environments strongly preferred.
• Strong understanding of project billing processes, financial documentation, and contractual billing structures.
• Exceptional organizational skills with strong attention to detail and commitment to accuracy.
• Excellent verbal and written communication skills with the ability to collaborate across operational, technical, and financial teams.
• Ability to manage multiple concurrent projects while consistently meeting deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite including Word, Excel, and Outlook.
• Familiarity with Oracle Textura, Procore, Trimble, Foundation, or similar construction/project management software preferred.
• Ability to work independently with minimal supervision while contributing effectively within a collaborative team environment.
• On-the-job training, vocational education, or coursework related to project administration, accounting, or construction management is a plus.

Physical and Environmental Requirements

• Work performed primarily in an office environment.
• Occasional exposure to fabrication or construction environments during project coordination activities.
• Extended periods of sitting and computer use.
• Occasional lifting of files, binders, or office materials up to 20 pounds.
• Flexibility to work overtime, evenings, or weekends as project schedules require.