Summary

We are seeking a detail-oriented and organized Project Coordinator to manage billing, reporting, and client communications. This role requires strong administrative skills, the ability to multitask, and excellent communication to support project operations efficiently.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations

Essential Duties and Responsibilities:

• Process and manage project billing, ensuring accuracy and timely invoicing

• Prepare and maintain project reports, tracking progress, budgets, and key metrics

• Handle phone communications with clients, vendors, and internal teams

• Assist with document management, scheduling, and coordinating project-related tasks

• Support project managers with administrative duties as needed

• Create job folders and digital folders for each project, ensuring all pertinent documents are uploaded into the correct system.

• Compile timesheets from field staff and subcontractors for invoice preparation.

• Compile and submit required invoices, reports (FDOT & private sector), and supporting documentation as per contract payment terms to clients

• Review invoices for accuracy in accordance with the contract

• Maintain project tracking for AR, billed-to-date, contract balances, including change orders

• Ensure regular attendance and adherence to safety procedures

• Perform other duties as assigned

Required Qualifications:

• Valid Florida Driver’s License with an acceptable driving record (in accordance with our Driver’s License and Motor Vehicle Record Check Criteria)

• Ability to pass a background check screening in accordance with Florida’s Jessica Lunsford Act (or equivalent state classification)

• Ability to read and write, including interpreting documents such as safety rules, operating and maintenance instructions, and procedure manuals, as well as writing routine reports and correspondence and speaking effectively with colleagues, supervisors, and customers/clients

• High school diploma or GED

• Ability to type at least 45 wpm

• Previous experience in the AEC industry.

• Computer skills sufficient to operate a laptop, including sending and receiving emails.

• Mathematical skills sufficient to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals

• Reasoning ability to apply common sense understanding to carry out instructions furnished in written, oral, and diagram form

Preferred Qualifications:

• Previous experience in billing, reporting, and administrative coordination

• Strong organizational and multitasking abilities

• Excellent verbal and written communication skills

• Proficiency in Microsoft Office (Excel, Word, Outlook) and project management tools

• Attention to detail and problem-solving skills

Physical Demands & Work Environment:

• Required to drive, stand, walk, use hands to type, handle, or feel; reach with hands and arms; climb or balance, talk, and hear. Body motions and movements include: bending, twisting, reaching, stooping, pulling, kneeling, lifting, carrying, and pushing, with or without reasonable accommodation.

• Lifting and/or occasionally moving up to thirty-five pounds can be expected, with or without reasonable accommodation.

• Required to drive, stand, walk, use hands to type, handle, or feel; reach with hands and arms; climb or balance; talk and hear. Body motions and movements include bending, twisting, reaching, stooping, pulling, kneeling, lifting, carrying, and pushing, with or without reasonable accommodation.

• Work is normally performed in a typical interior/office work environment.

• This is not a remote position. This role will be based on the selected job posting location.

Team: Construction Services Department

Work Type: Full-Time / Hourly

Location Type: onsite