Project Coordinator

• Prepare monthly and weekly invoicing to Solutions and Service customers. Assist with the preparation and distribution of AIA formatted invoices.
• Effectively communicate with Operations Managers, Project Managers, and Accounting regarding contract documents, change orders / other modifications, approvals, and any additional services related to billings.
• Work with Operations, Service, and Accounting to facilitate client collections and cash applications.
• Project entry into AX when a new project is booked.
• Schedule and prepare for job turnover meetings between Sales and Solutions, or between Solutions and Service.
• Assist with the monthly forecasting and reporting processes.
• Generate Purchase Orders and document goods receipts in AX.
• Price service slips for T&M and preventative maintenance.
• Monitor timesheet submissions and communicate any missing or incorrect information to the appropriate manager.
• Receive incoming supplier/subcontractor invoices, verify accuracy and readiness to pay with Project Manager, and assist Accounting team with processing for payment.
• Manage the RMA process.
• Assist with the administration of the master labor schedule.
• Finalize project close-out documents (Warranty Letters, As-Built, O&M documents).
• General administrative and office support for Division staff.
• Administrative responsibilities for safety.
• Responsible for project pre-qualification documents.

Qualifications

• Associates degree, including college courses in accounting or business preferred.
• Intermediate to advanced computer literacy, including experience with ERP/IT systems – Dynamics AX experience preferred.
• Displays strong written and verbal communication skills, as well as strong organizational skills.
• Ability to work independently, take initiative, manage priorities, and see projects through to completion.
• Working knowledge of basic accounting functions (AP, Percentage of Completion method) and ability to coordinate with multiple internal departments (including Operations and Accounting).