Project Coordinator

We are looking to fill a Project Coordinator position in our Meridian, ID office.

SUMMARY:

Provide as administrative support to project managers. Support project and financial operations by managing all aspects of project billing, invoicing, and payment processing. Performing general duties including data entry, record maintenance, and other project related tasks. Strong attention to detail, technical proficiency, and organizational skills are essential for success in this role.

SUPERVISION EXERCISED/RECEIVED:

Immediate Supervisor: Branch Project Manager

Direct Supervisory Responsibility: None

ESSENTIAL JOB FUNCTIONS AND DUTIES:

• Utilize a variety of accounting systems and software applications to track and update all phases of multiple projects, including work orders, labor hours, proposal numbers, invoices, laboratory data, and related project documentation.

• Coordinate and execute accurate, timely monthly billing for multiple project managers, ensuring compliance with contractual terms and client-specific requirements.

• Create and maintain comprehensive project files and financial documentation in accordance with established company policies, procedures, and audit standards.

• Process client payments by recording, depositing, and accurately applying funds to corresponding invoices within accounting systems.

• Serve as a point of contact for clients on billing-related matters, ensuring responsive, professional communication to resolve inquiries and support client satisfaction.

• Maintain regular communication with project managers and the accounting supervisor to ensure consistency, alignment, and timely completion of billing activities.

• Initiate and follow through on collection efforts, including contacting clients with overdue balances and documenting all collection activities in accordance with company protocols.

• Provide clients with up-to-date information on insurance certificates, business licenses, and other administrative documentation as needed to support project and contractual requirements.

• Assist with the assembly and distribution of final project reports, including formatting, data entry, binding, and ensuring timely delivery in line with client deadlines.

• Apply basic accounting principles and perform detailed data entry with a high level of accuracy to support billing integrity and financial reporting.

• Support project managers by reviewing labor and expense entries for accuracy and compliance with contract terms prior to billing.

• Monitor contract limits, budgets, and subconsultant invoices to ensure accurate and timely billing and prevent overages.

• Coordinate with technical staff and project managers to resolve billing discrepancies or clarify project billing structures.

• Maintain and update client billing guidelines and contract-specific invoicing procedures in coordination with the contracts or legal department.

• Identify opportunities to streamline billing workflows and propose improvements to current systems and processes.

• Perform quality control checks on billing packages before submission to clients, ensuring adherence to client and contract requirements.

• Support compliance with prevailing wage, certified payroll, and other regulatory billing requirements for public or infrastructure projects, as applicable.

• Perform other duties as assigned by management.

EDUCATION/EXPERIENCE:

Bachelor's degree in Business Administration, Accounting, Finance, or a related field; or A minimum of 4 years of experience in an accounting, billing, or finance (engineering industry experience preferred).

QUALIFICATIONS (KNOWLEDGE/SKILLS/ABILITIES):

• Experience working with project-based accounting systems such as Delek, Ajera, QuickBooks, or other ERP/accounting software used in consulting environments is highly desirable.

• Strong attention to detail with accurate data entry and proofreading skills.

• Proficient in using standard office equipment and business software applications.

• Intermediate to advanced proficiency in Microsoft Office Suite, including Word, Excel, and Outlook; familiarity with PDF editing tools such as Nitro or Adobe Acrobat.

• Basic understanding of accounting principles and strong mathematical skills.

• Effective verbal and written communication skills, with the ability to follow instructions and communicate clearly with team members and clients.

• Demonstrated ability to manage multiple priorities, work independently, and maintain organization in a fast-paced environment.

• Proven ability to handle sensitive and confidential information with discretion and professionalism.

CERTIFICATIONS/LICENSE

No Required certifications or licenses.

PHYSICAL DEMANDS/ WORK ENVIRONMENT:

Performing general physical activities related to the workplace such as talking, hearing, and seeing, especially where one must frequently convey detailed or important information quickly and accurately. Average hearing and conversational skills and the ability to properly receive information. Finger dexterity- the position uses repetitive movements of the wrists, fingers, and hands. Average visual abilities that allow one to inspect and prepare documents, manipulate tools, and operate office machinery. Position is highly sedentary and largely includes sitting, with occasional standing, walking, and bending over. May exert up to 10lbs occasionally.