What are the responsibilities and job description for the Project Administration Coordinator position at SCIO Automation North America?
About the Role
CEC Controls Company, Inc, member of the global SCIO Automation company is looking for a new role on the North American finance team. We are seeking a highly organized, proactive, and detail‑oriented Project Administration Coordinator to support the lead Project Controller and assist in the financial controlling of projects group wide. This role will focus on accurate billing, project setup, financial data integrity, and collaboration with Project Managers to ensure billing readiness and clean financial records.
This position requires a self‑starter who can confidently manage responsibilities with minimal oversight, prioritize effectively, and take initiative.
Key Responsibilities
Billing & Accounts Receivable
- Prepare and submit project invoices in accordance with contract terms and project milestones.
- Track upcoming or projected billing items and follow up with Project Managers to support invoicing readiness
- Process billing adjustments, credits, and reversals
- Reconcile invoicing discrepancies and support AR‑related functions.
Billing Input & Revenue Support
- Partner with Project Managers and the Project Controller to support revenue timing and provide projected billing inputs.
- Validate financial accuracy within project reports and ensuring revenue aligns with project progress.
ERP Project Setup & Financial Maintenance
- Set up new projects in the ERP system, including budgets, labor/equipment rates, retainage settings, and required billing configurations.
- Complete new customer setup within the ERP to support billing activities.
- Maintain accurate project financial data throughout the project lifecycle.
- Process budget updates, contract modifications, and change orders in ERP.
- Prepare project closeouts by ensuring all financial components are complete and accurate.
- Ensure project documentation is complete, organized, and audit‑ready.
- Participate in regular project reviews with Project Managers to validate billing accuracy, financial alignment, and project status.
Qualifications
Education and Experience
- Associate’s degree in Accounting, Finance, Business, or related field.
- 1-2 years of experience in billing, project accounting, accounts receivable, or related finance support roles.
- Working understanding of project financial concepts such as billing methods, budgets, and change orders.
- Experience working with ERP systems or project-based accounting software.
- Proficiency in Microsoft Office, particularly Excel (PivotTables, XLOOKUP).
- Ability to manage multiple tasks and deadlines, with limited supervision.
- Strong attention to detail and organizational skills.
- Effective communication skills and ability to collaborate with cross‑functional teams.
Preferred Experience
- Experience in manufacturing, engineering, construction, or other project‑based environments.
- Experience with percent‑complete or contract‑based billing structures.
- Familiarity with WBS structures and project budget management.
- Experience with Encompix or similar accounting systems.
- Exposure to multi‑entity or multi‑segment billing environments.
- Mexico project and billing experience
Other Information
- In-office position with potential for hybrid work.
- Occasional (5%) local travel between offices (Rochester Hills, Auburn Hills)
Benefits
- 401(k)
- Health insurance
- Dental insurance
- Vision insurance