What are the responsibilities and job description for the Billing Coordinator - Construction position at Pieper Electric, Inc.?
Role, Function & Organization
The Billing Coordinator - Construction supports project operations by coordinating administrative, financial, and reporting activities across multiple job sites. This role ensures projects run smoothly by assisting with scheduling, documentation, billing, and communication between project teams, vendors, and the Finance department. Key responsibilities include processing invoices and payroll documents, managing expense reports and job cost coding, maintaining organized records, and supporting project forecasting and reconciliation. The position plays a vital role in maintaining financial accuracy, operational efficiency, and consistent communication across all phases of project delivery.
At PPC Partners we believe in the Power to Serve along with the Pursuit of Excellence. _As such the following values guide our behaviors: A Servant’s Heart – Focus on the Needs of Others, Wisdom – Insightful, Integrity – Honesty and Trustworthy, Courage – Decisive and Confident in Others, Humility – Modest and Respectful, Passion – Unfailing Dedication
Project Coordination
Essential Duties and Responsibilities
The Billing Coordinator - Construction supports project operations by coordinating administrative, financial, and reporting activities across multiple job sites. This role ensures projects run smoothly by assisting with scheduling, documentation, billing, and communication between project teams, vendors, and the Finance department. Key responsibilities include processing invoices and payroll documents, managing expense reports and job cost coding, maintaining organized records, and supporting project forecasting and reconciliation. The position plays a vital role in maintaining financial accuracy, operational efficiency, and consistent communication across all phases of project delivery.
At PPC Partners we believe in the Power to Serve along with the Pursuit of Excellence. _As such the following values guide our behaviors: A Servant’s Heart – Focus on the Needs of Others, Wisdom – Insightful, Integrity – Honesty and Trustworthy, Courage – Decisive and Confident in Others, Humility – Modest and Respectful, Passion – Unfailing Dedication
Project Coordination
Essential Duties and Responsibilities
- Supporting project coordination needs as needed.
- Track job activity including materials, resources, equipment, and timelines
- Compile needed information for material purchases, submittals, and operation & maintenance manuals as requested by Project Managers
- Assist with close out documents and presentations
- Assist with general office operations
- Type letters, reports, proposals, memos, and other documentation
- Maintain organized documentation of active and archived projects
- Maintain required records, filing systems, and routine reporting schedules
- Communicate with internal and external customers
- Request vendor quotes and issue purchase orders as needed
- Maintain detailed customer notes
- Deliver consistent, high-quality service to customers, field personnel, and vendors
- Help ensure effective conflict management and professional communication
- Prepare and process billing, change orders, and final invoices
- Process insurance certificates, contracts, and claims per project and customer requirements
- Track expenses and support cost monitoring and savings initiatives
- Compile invoice packets and supporting documents for billing
- Prepare and submit certified payroll, lien waivers, and related documentation
- Handle layoff checks and other site-specific paperwork
- Approve and code employee time on jobs
- Process and submit expense reports
- Manage ordering (Amazon and vendor portals)
- Support the Project Accountant with reconciliations, forecasting data, and job status reporting
- Maintain communication with project teams and Finance to ensure alignment on all site-level financial activity
- Uphold safety as the most important goal of our company. Support goal of achieving zero accidents.
- Promote and encourage open communication between field and office regarding all safety concerns, suggestions, improvements, and PPE needed.
- Obtain safety training as expected by all company personnel.
- 2 years experience in billing in a construction industry preferred
- 2 years experience in customer service preferred
- Positive safety attitude and personal integrity – both are non-negotiable
- Proficiency with Microsoft Office Suite (including Excel, Word, Outlook, and Teams)
- Strong communication skills, both verbal and written
- Strong interpersonal skills; ability to interact with all levels of the company and customers
- Capable of maintaining important information confidential
- Ability to accurately multi-task in a fast-paced environment
- Office environment, requiring sitting and standing and extended amounts of time using a computer/keyboard at a single workstation.