Processing newly awarded jobs through WeSuite into Sedona, ensuring accurate and complete job setup.
Reviewing and confirming that billing line items are correctly established and aligned with contract terms.
Verifying that job costings transfer accurately between systems and resolving any discrepancies.
Creating and organizing job document folders in accordance with company standards.
Assigning Project Managers (PMs) to jobs and ensuring all required documentation and internal handoffs are completed.
Contract & Order Setup – Review contracts, proposals, and supporting documentation to ensure accurate order entry and alignment with billing terms.
Project Billing (AIA & Standard) – Prepare and issue invoices, including AIA billing and schedule of values, ensuring accuracy, completeness, and timeliness.
Billing Issue Resolution – Partner with Sales, Project Managers, and Collections to resolve discrepancies that may delay invoicing or payment.
Portal & Customer Billing Compliance – Manage billing through customer portals, ensuring all requirements are met and invoices are approved for payment.
Reconciliations & Accuracy – Reconcile system billing with AIA documents and contract terms to ensure consistency and audit readiness.
Cross-Functional Coordination – Collaborate with operations, procurement, accounting, and service teams to support project execution and billing needs.

2+ years of experience in construction, project-based, or contract billing (or similar industry)
Working knowledge of:
AIA billing
Schedule of Values (SOV)
Lien waivers and certificates of insurance (COIs)
Experience with ERP systems such as Sedona, WeSuite, Sage, Viewpoint, Deltek, or similar platforms
Intermediate Microsoft Excel skills, including reconciliations, formulas, and data management.
Experience with customer billing portals
Exposure to federal government billing is a plus.

Project Coordinator, Billing Specialist

Key skills