Project Coordinator

Project Coordinator

Location: Tampa, FL (On-site)

• Responsible for using business management (ERP) systems, billing processes, and other automated systems to ensure accurate, efficient, and timely project tracking & invoices, and financial record-keeping for all projects and jobs.
• Maintain database related to available systems inventory.
• Responsible for reviewing proposals and purchase orders to ensure relevant data is obtained providing accurate project delivery through billing and payment
• Create purchase orders to acquire products and services and issue for projects.
• Maintain accurate records of customer information and financial transactions, including multiple vendors, inventory, and supplier documents
• Track and expedite vendor orders to meet project deadlines
• Work with finance, sales, and other departments to ensure smooth and compliant billing operations.
• Responsible for facilitating and managing documents required for project and job completion including coordinating project timelines, meetings, and assisting with resources allocation to ensure project stays on track.
• Create, send, and track invoices, ensuring accuracy of prices, discounts, and shipping rates.
• Responsible for configuring and maintaining billing software, collaborating with finance and sales, processing invoices, resolving discrepancies, analyzing billing data for improvements, and ensuring compliance with financial policies.
• Responsible to assist Director of Systems & Automation in ensuring all projects progress through all project stages timely, accurately, and thoroughly.
• Responsible to understand and leverage knowledge of revenue, cost, profit & loss to assist Director in executing successful projects.
• Assist Director in executing various project management administrative tasks, such as managing project plans, tracking costs, and ensuring all necessary materials are current and properly filed
• Assist with budget tracking and analysis to help identify and mitigate project risks
• Assist Director in Systems Division PO management, including reconciliation of P-Cards (purchases)
• Coordinate automated solutions to streamline invoicing, payment processing, and error detection.
• Monitor accounts receivable, update payment records, and resolve payment discrepancies.
• Use data tools to analyze billing trends, generate automated reports, and provide insights for strategic decision-making.
• Utilize system checks to identify and correct billing errors, enhancing overall accuracy.
• Handle routine client billing inquiries and resolve billing-related issues.
• Identify inefficiencies in the billing process and implement automated solutions to enhance overall operations.
• Maintain accurate records of customer information and financial transactions.
• Work with finance, sales, and other departments to ensure smooth and compliant billing operations.
• Responsible for direct communication with project stakeholders to assist with orders, specification changes, modifications, production lead times, and production delays.
• Process and research damage claims.
• Assist Project Manager in verifying timely ordering and tracking of project materials, supplies, and equipment.
• Investigation and processing of credits/debits as needed.
• Daily processing of specification change requests for projects using Access database.
• Daily review and assist with notification of delayed projects.
• Responsible for maintaining standard operating procedures for project coordination job functions.
• Compile various reports as required by management.
• Provide exceptional customer service to support internal and external customer needs.

Education and Experience

• 5 years of work experience in a sales or service-oriented role
• Associate or bachelor’s degree in business administration or similar required. Combination of experience and education will be considered
• High School Diploma or GED required
• SAP knowledge and experience are a plus.