Project Billing Coordinator

Project Billing Coordinator

Department: Accounting / Project Administration
Location: Bakersfield, CA (Kern County)
FLSA Status: Non-Exempt (Eligible for Overtime)
Reports To: Billing & Project Administration Supervisor
Supervises: None (This is not a supervisory role)

Position Overview

The Project Billing Coordinator assists with the billing lifecycle for environmental and project-based work from start to finish. The coordinator tracks, organizes, and maintains all documentation needed to invoice accurately and on time. Responsibilities include monitoring job progress, compiling complete job files, and ensuring all billing support is audit-ready.

This is a hands-on, detail-focused execution role, not an oversight or management position. The right candidate must demonstrate strong accountability, organization, accuracy, and the ability to adapt as the company grows.

Core Responsibilities

Project Tracking & Documentation Management

• Maintain complete job folders; update project documentation throughout each job’s lifecycle.

• Maintain and track all required project permits through the duration of each job.

• Retrieve, verify, and analyze job summaries and operational reports for accuracy and completeness.

• Track all open jobs, including revenue progression, job status updates, required documentation, permit status, and invoicing milestones.

• Close out job folders with all required documents, reports, manifests, and payment references.

Invoicing & Revenue Entry

• Prepare accurate invoices including all billable labor, equipment, disposal fees, and supporting documentation.

• Verify rates, disposal fees, photos, and job documentation prior to invoice submission.

• Enter and audit revenue within the billing/system database to ensure completeness and proper job closure.

• Produce itemized billing breakdowns based on daily work reports and field documentation.

Disposal & Compliance Documentation

• Track, organize, and enter all disposal manifests and related compliance documentation.

• Maintain complete and accurate records for regulatory compliance, internal audits, and customer requests.

Customer Account & Billing Support

• Maintain accurate customer profiles and account histories.

• Provide supporting documentation when requested by customers or internal departments.

• Respond to billing inquiries and research discrepancies to ensure timely resolution.

• Collaborate with operations, accounts payable, and accounting teams to support accurate billing.

Collections & Payment Application (Limited / As Assigned)

• Monitor overdue accounts and complete scheduled follow-ups.

• Apply payments (checks, ACH, credit cards) accurately and promptly.

• Prepare and maintain aging reports with updated balances.

• This role does not include authority to approve credit, issue write-offs, or make collection policy decisions.

Growth & Adaptability

• Demonstrate willingness to learn and take on expanded responsibilities as the company grows.

• Familiarity with dispatching systems (e.g., Towbook) is a plus and helpful for cross-functional process support.

• Ability to adapt to evolving systems, procedures, and operational requirements.

Required Skills & Qualifications

Technical Skills

• Proficiency in Microsoft Excel (filters, pivot tables, VLOOKUP/XLOOKUP preferred).

• Proficient with Microsoft Word and PDF tools for document compilation and organization.

• Ability to manage multiple jobs and documentation streams simultaneously.

• Experience with, or willingness to learn, billing, dispatching, or project tracking systems.

Professional Skills

• High level of accuracy and attention to detail.

• Strong written and verbal communication skills.

• Excellent organizational skills with the ability to manage multiple deadlines.

• Self-motivated and capable of working independently.

• Coachable, adaptable, and comfortable with evolving processes and expectations.

• Ability to handle confidential financial, customer, and operational information with discretion.

Experience

• 1 to 2 years of experience in project administration, billing, dispatching, permitting, environmental services, logistics, construction, or similar fields.

• Experience reviewing work orders, manifests, daily reports, or dispatch summaries preferred.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.

• Ability to lift and move files or documents up to 20 lbs.

• Occasional bending, reaching, or standing to access files or office equipment.

• Ability to read and analyze detailed documents for extended periods.

Work Environment

• Standard office setting located in Bakersfield, CA.

• Regular interaction with operations, dispatch, accounting, and external partners.

• Fast-paced environment with shifting priorities based on operational needs.

• Primarily office-based; minimal to no fieldwork required.

Compensation

The hourly pay range for this position is $21.00–$24.00 per hour , depending on experience and qualifications.

Equal Employment Opportunity

We are an equal opportunity employer and value diversity. All employment decisions are based on business needs, job requirements, and individual qualifications.