Construction Project Coordinator

Construction Project Coordinator

We are seeking a detail-oriented and organized Project Coordinator with a background in the construction industry to join our team. The Project Coordinator will be responsible for supporting billing activities, ensuring timely invoices and payment processing. The ideal candidate will have experience working with Vista (Viewpoint) billing software and proficiency in Excel files. The ideal candidate will be required to work closely with project managers, project operations, our clients, and accounting in coordinating all contractual requirements and documentation tasks. This is a 40 hour per week full-time position located in our Eagan (preferred) or Sauk Rapids, Minnesota office. The salary range for this role is between $26/hour to $31/hour, commensurate on relevant education, experience, and other job related factors.

Duties and Responsibilities:

• Create new and maintain existing projects in our Project Management system, including notifying necessary teams if there are subcontractors (AP) , owner-controlled insurance program (OCIP), or prevailing wage (PR).
• Enter and track contract change orders for existing projects.
• Maintain comprehensive project files, including contracts and other relevant documentation . Organize and update project files with contracts, and necessary documents. Ensure all project documentation is easily accessible.
• Prepare and review invoices for accuracy, completeness, and compliance with customer contract terms.
• Provide completed invoices and lien waivers to Project Accountant or Accounts Receivable for review as needed.
• Ensure timely submission of invoices to clients, including submitting invoices via client portals such as Textura, E-builder, GCPAY, Procore etc.
• Review AR Aging to follow up on outstanding invoices, resolve billing discrepancies and held retention.
• Coordinate with accounts receivable and clients to address billing inquiries, provide necessary documentation, and ensure prompt payment.
• Utilize the Work in Progress (WIP) report to identify underbillings, missing cost projections, unapproved change orders, inaccurate GM% and work the PM to resolve.
• Attend and/or arrange project status meetings as needed.
• Generating project reports as needed.
• Assist in project close out with the PM team, update Vista with necessary information and transition to the service department as needed.
• Provide general support to the accounting team as needed.
• Support acquisition integration as needed.

Required Skills & Abilities:

• Excellent communication skills, both verbal and written, with the ability to interact professionally with clients and team members.
• Strong organizational skills and ability to maintain accurate records and documentation.
• Responsible, detail oriented, personable, and well-organized team player with a positive attitude and willingness to learn and adapt.
• Familiarity with construction billing processes, contracts, and terminology a plus.
• Strong analytical and problem-solving skills with keen attention to detail.
• Knowledge of Vista software is preferred; experience with other construction management software is a plus.

Education, License and Experience:

• 2-3 years billing and coordination experience, preferably in a construction environment.
• Bachelor's degree (Finance and Accounting preferred), or equivalent combination of education and experience.
• Strong Microsoft Office Suite (particularly Excel) skills.

Physical Requirements:

• Requires prolonged sitting, standing, some bending, stooping, and stretching. Requires manual dexterity and eye-hand coordination for data input.
• Occasionally lifts and carries items weighing up to 20 pounds.
• Must maintain a clear background check in order to satisfy customer jobsite badging requirements.
• Consistent, reliable, and timely attendance
• Maintain a clear drug and alcohol screening protocol.
• Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Travel Requirements:

• Up to 20% travel may be required.

This job description does not list all the duties of the job. You may be asked by supervisors or management to perform other instructions and duties. You will be evaluated in part based upon your performance of the tasks listed in this job description.

Management has the right to revise this description at any time. The job description is not a contract for employment, and either you or the employer may terminate employment at any time, for any reason as outlined in the employee manual or other written agreement.

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.