Project Cost Coordinator

PROJECT COST COORDINATOR

Construction Accounting: 

Process and manage accounts payable for one entity at first, then possibly multiple entities to include the following:

• Be responsible for all accounting tasks that are needed to make sure accounts payable are processed in an efficient and timely manner and applicable supporting documentation is attached for verification of expenses using Infor Software.
• Code invoices, expense reports, vouchers, check requests and other similar items with correct codes, conforming to standard procedures in entering data into the financial system.
• Prepare and manage all invoices daily and send out for approval.
• Manage all vendor correspondence via email or phone, evaluating and reconciling all vendor statements.
• Act as the Point of Contact for all vendors on the assigned project.
• Coordinate with Project Managers and with the Hillpointe Construction office for payment needs.
• Provide all vendors with the Notice of Commencement and verify all insurance information is on file.
• Update vendor billing templates and requirements as necessary.
• Monitor all calls by vendors and address all issues in scheduling and disbursing accounts payable.
• Manage and verify all expense reports ensuring their compliance with company policies.
• Maintain and update all accounts payable data, as well as ensure accuracy in general ledgers.
• Evaluate all accounts payable balances and resolve all issues regarding unpaid invoices.
• Receive, research, and resolve routine internal and external inquiries concerning account status.
• Maintain vendor records electronically and completes vendor credit applications when needed.
• Coordinate site utility set up and hand off.

Accounting: 

• Review construction project invoices for accuracy.
• Support the obtaining and management of bonds as needed for our construction group.
• Reconcile weekly all ongoing submitted construction project draw packages to affirm payments with vendors.
• Input payable invoices related to the draw packages or potential projects.
• Ensure a steady cash flow by generating, auditing and sending invoices promptly.
• Support the monthly preparation of the percent complete schedule.
• Send weekly lists of approved checks to Hillpointe Construction.
• Review all invoices for proper allocation to specific offices.

Qualifications:

• Independent, hands-on individual with a positive “can do” attitude.
• Self-motivated, quick learner who is driven to take initiative.
• Individual who promotes a culture of collaboration and continuous improvement across diverse teams.
• Highly organized with the ability to multi-task.
• Comfortable in an entrepreneurial, fast paced and quickly changing environment.
• Focused on continuous improvement of process and operational flow.
• Strong attention to detail, goal-oriented and continuously exploring ways to improve efficiencies.
• Desire to grow in responsibility as company grows.

Physical Requirements:

• Primarily sedentary work performed in an office environment.
• Ability to sit for extended periods while working at a computer.
• Frequent use of hands and fingers to operate a computer, keyboard, and office equipment.
• Ability to view a computer screen for extended periods.
• Ability to communicate effectively via phone, email, and in person.
• Occasional standing, walking, bending, or reaching.
• Ability to lift, carry, or move up to 10–15 pounds occasionally (e.g., files, boxes of documents, office supplies).
• May require occasional visits to construction or project sites, which could involve walking on uneven surfaces or navigating active jobsite environments.

Work Environment:

• Position is fully remote and performed from a home‑based or other approved remote work environment.
• Requires reliable high‑speed internet access and the ability to work effectively using company‑approved systems, software, and communication platforms.
• Involves extensive computer use and regular use of phone, email, and virtual collaboration tools (e.g., accounting systems, video conferencing).
• Standard business hours are expected; however, occasional extended hours may be required to meet construction deadlines, month‑end close, or draw schedule requirements.
• Role involves frequent interaction with vendors, project managers, and internal construction team members through virtual communication.
• Work is deadline‑driven and requires strong attention to detail, accuracy, organization, and the ability to manage multiple priorities independently.
• Periods of higher workload may occur during active construction phases, audits, or reporting cycles.
• Minimal travel is expected; however, occasional travel may be required for meetings or project support, as business needs dictate (if applicable).