Project Billing Coordinator

Job Title: Project Coordinator

Job Description

We are seeking a Project Coordinator to support project administration, subcontractor compliance, accounts payable activities, and billing operations for a growing service organization. This individual will serve as a key point of contact between subcontractors, vendors, project teams, and accounting, ensuring project documentation, vendor records, invoices, and billing-related information are accurate, compliant, and processed in a timely manner.

Responsibilities

• Prepare and track subcontract agreements, change orders, and related project documentation.
• Review subcontractor submissions for accuracy and compliance.
• Maintain vendor and subcontractor records.
• Coordinate vendor setup and maintenance requests.
• Ensure insurance certificates, lien waivers, W-9s, and safety documentation remain current.
• Support invoice processing and accounts payable functions.
• Manage project billing activities, payment status inquiries, and reconciliation efforts.
• Partner closely with operations and finance teams to ensure projects are billed accurately and vendors are paid on schedule.
• Act as a liaison between accounting, operations, and external vendors to resolve billing discrepancies.
• Track outstanding documentation and support the overall financial administration of active projects.

Essential Skills

• Construction Billing
• Subcontract Administration
• Vendor Management & Compliance
• Contract Documentation
• Microsoft Excel & PDF Management
• High Volume Administrative Support
• HVAC industry Experience
• AP and Accounting Knowledge

Additional Skills & Qualifications

• High School Diploma or GED required.
• Bachelor's degree in Business, Accounting, Finance, or related field preferred.
• Valid Driver's License required.
• 2+ years supporting operations, service, construction, or project teams.
• Strong written and verbal communication skills.
• Excellent attention to detail and organizational abilities.
• Experience managing large volumes of documents and follow-up activities.
• Ability to work in a fast-paced environment with shifting priorities.
• Strong relationship-building skills across multiple departments.

Work Environment

The role is fully onsite in Lisle, IL. This position offers a high visibility role supporting multiple operational teams. There is a stable and growing organization with strong long-term career growth potential within operations and project support functions. The role provides an opportunity to work with accounting, operations, project management, and vendor partners, with exposure to contracts, compliance, vendor management, and project coordination.

This is a Contract to Hire position based out of Lisle, IL.

The pay range for this position is $22.00 - $29.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Lisle,IL.

This position is anticipated to close on Sep 15, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.