Billing & Procurement Coordinator

Billing and Procurement Coordinator

As Billing and Procurement Coordinator, you are responsible for getting ASI paid accurately and on time, and for making sure every purchase is authorized, received, and charged to the right job. You will manage project, service, and preventive maintenance (PM) billing, purchase orders and receiving, and project accounting, including budget entry, subcontractor tracking, and progress billing. You will work closely with project managers, service managers, estimators, operations staff, vendors, subcontractors, and customers.Reports to the Operations Director.

Job Description & Responsibilities

Billing

• Prepare and issue invoices for service calls, T&M work, and PM contracts on schedule, backed by signed service reports, work orders, and purchase orders.
• Prepare project progress billings (AIA or customer format), including schedule of values, percent complete, stored materials, retainage, and change orders, working with the Project Manager to confirm completion before billing.
• Prepare final billings and close-out billings, and confirm that lien waivers, warranties, and closeout documents required by the customer are submitted.
• Bill approved change orders and extra work promptly; do not bill work that lacks a purchase order or an approved change order without the manager's approval.
• Follow customer-specific billing requirements and portals, such as required PO numbers, supporting documents, and submission deadlines.
• Review work orders and timesheets for billing accuracy and follow up with service and project teams on missing paperwork.
• Track unbilled work and work in progress, and report over-billings and under-billings to the General Manager and the Operations Director each month.
• Support the accounting department with collections: send statements, follow up on past-due invoices, and report disputed invoices and the reason for each.

Purchase Orders and Receiving

• Issue purchase orders for materials, equipment, and subcontracted work from approved requisitions, with the correct job number, cost code, vendor, pricing, and delivery details.
• Obtain required approvals before issuing a purchase order, following ASI's approval limits.
• Request and compare vendor quotes when required, and keep vendor files, pricing agreements, and credit terms current.
• Follow up with vendors on order status, lead times, and delivery dates, and let project and service teams know about delays.
• Receive materials and equipment against purchase orders, and record partial and full receipts, shortages, damages, and returns.
• Resolve purchase order issues, including price differences, quantity differences, back orders, and vendor credits.
• Match purchase orders, receiving records, and vendor invoices (three-way match) before sending invoices to accounting for payment.
• Make sure all vendor invoices are coded to the correct job and cost code, and follow up on open purchase orders at the end of each month.
• Track equipment and material deliveries to job sites and warehouse, and keep stock records up to date.