Billing Project Coordinator

Job Summary:

Old Dominion Group Inc., a respected specialty contractor founded in 1981, is looking for a motivated Billing & Project Assistant to join our team. In this dynamic role, you'll collaborate across all ODG divisions by coordinating the prequalification process, managing data entry, supporting billing operations, helping with project setup, and taking on a variety of administrative tasks. If you're eager to grow your skills in a supportive environment and make a real impact within a thriving company, we encourage you to apply!

Major Duties and Responsibilities:

The duties and responsibilities are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing, and other duties will be assigned based on the position’s role within the business unit.

Preconstruction Coordination

• Intake and organize all bidding opportunities for Old Dominion Firestopping (ODF)
• Notify and assist with assigning bid opportunities
• Schedule bid review meetings for ODF preconstruction team
• Lead and coordinate prequalification process for all ODG affiliates
• Complete Controlled Insurance Program (CIP) enrollment process

Project Billing

• Assist with monthly billing for assigned locations, review and prepare invoices for submitting to clients and review of trade partner and supplier billings and invoices.
• Prepare invoices and track expenses and client billing at project close or monthly for ongoing and/or larger projects.
• Ensure prompt collection of accounts receivable and retainage.
• Obtain certificates of insurance as required.
• Assist with job maintenance including contract price adjustments, change orders and closing of completed jobs.
• Assist project management team with tracking change orders and ensuring billings are accurate and timely.
• Supports customers’ inquiries, working with teams to resolve issues.
• Provides effective administrative support to project team and VP of Preconstruction, including but not limited to training and travel coordination, event planning, and scheduling assistance.

Qualifications:

• High school diploma or GED. Associate or bachelor’s degree preferred.
• At least 1 year of billing experience within the construction industry.
• At least 2 years of related administrative or clerical experience; or
• Any similar combination of education and experience as listed above.
• Working knowledge of basic accounting principles
• Demonstrated ability to build and maintain effective and professional relationships with customers, vendors, managers, and colleagues.
• Excellent interpersonal, and verbal and written communication skills.
• Strong customer service skills.
• Exceptional organizational skills and attention to detail with a focus on error prevention.
• Strong time management skills.
• Ability to understand and follow standard operating policies and procedures.
• Proficient using a computer and Microsoft Office (Outlook, Word, Excel, etc.)
• Ability to prioritize and manage multiple tasks, changing priorities as necessary to meet deadlines.
• Ability to work under pressure and adapt to changing requirements in a positive and constructive manner.

Physical Requirements include but are not limited to the following:

• Prolonged periods sitting at a desk and working on a computer.
• Able to walk, sit, stand, bend, kneel, stretch, squat and climb.
• Able to see, talk and hear in person, via phone and/or through online/video.
• Able to use hands and fingers in a manner that allows for use of a keyboard and phone.
• Able to lift & carry items up to 15 lbs.

Note: Offers will be made based on candidates' qualifications relevant to the position.

Equal Employment Opportunity (EEO) Statement

ODG is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.