Expert Accounting Services for Your Small Business

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PART-TIME (15-25 hours per week)

We are seeking a reliable and detail-oriented Office Coordinator with expertise in billing and accounts receivable to support our construction survey operations. This role is critical in ensuring accurate invoicing, maintaining financial records, and fostering strong customer relationships. The ideal candidate will have a solid understanding of traditional subcontractor billing methods, financial accuracy, and effective communication skills to resolve discrepancies and ensure timely payments. Additionally, this position plays a key role in supporting a friendly and collaborative office environment, helping to promote teamwork and efficiency within the company.

Key Responsibilities

• Collaborate with owners, job leads, and crew chiefs to maintain accurate project records and accounts receivable.
• Compile and process project billing based on traditional subcontractor methods, including hours worked and percentage of job completion.
• Ensure accurate and timely billing for surveying services, issuing invoices electronically and by mail.
• Communicate with clients to answer billing inquiries and clarify payment terms.
• Address and resolve discrepancies between invoices, contracts, and client accounts in a professional manner.
• Follow up on outstanding payments in a firm yet customer-friendly approach.
• Negotiate payment arrangements when necessary and escalate delinquent accounts as needed.
• Maintain accurate financial and client records, including payment tracking and account statements.
• Ensure all documentation, including waivers and certificates of insurance, have been completed for every project.
• Assist with report preparation and financial summaries for management.
• Support a positive and team-oriented office culture, ensuring smooth day-to-day operations and effective collaboration.

Qualifications & Skills

• Proven experience as a billing coordinator, office manager, or similar administrative role in a construction, surveying, or engineering environment is preferred.
• Strong understanding of billing procedures, financial reconciliation, and accounts receivable processes.
• Experience with subcontractor billing methods, including time-based and progress-based invoicing.
• Comfortable working with software programs such as Textura and Procore.
• Proficiency in MS Office Suite (Excel, Word, Outlook) and data entry; experience with QBO or accounting software is a plus.
• Comfortable working with financial data, contracts, and mathematical calculations.
• Excellent communication and customer service skills, with the ability to resolve issues professionally.
• High level of attention to detail, confidentiality, and trustworthiness.
• Strong organizational skills with the ability to manage multiple tasks efficiently.
• Existing Notary Public certification preferred, or must be able to obtain certification within a reasonable timeframe.
• Payscale based on experience $17-20/hr

This position is onsilte in the office, remote workers need not apply.

Please apply by sending your letter if interest and resume to info@azbalancepro.com with the subject line of FD Billing. Include your start date and years of experience with Quickbooks Online.