Project Coordinator & Billing Specialist

Why Join Unlimited Technology

• Be part of a growing organization with strong demand in the security and construction technology space
• Play a critical role in revenue operations with visibility across the business
• Opportunity to grow into senior billing, project accounting, junior project manager roles
• Collaborative, team-oriented culture

About the Role

Unlimited Technology, a national security systems integrator, is seeking a detail-oriented Project Coordinator & Billing Specialist  to support our growing operations. This role is a key part of the order-to-cash lifecycle, responsible for ensuring contracts are accurately set up, invoices are issued in accordance with terms, and billings are prepared timely and collected efficiently.

This position is ideal for someone with construction or project-based billing experience who enjoys working cross-functionally and taking ownership of the billing process from contract review through payment.

Responsibilities

• Processing newly awarded jobs through WeSuite into Sedona, ensuring accurate and complete job setup.
• Reviewing and confirming that billing line items are correctly established and aligned with contract terms.
• Verifying that job costings transfer accurately between systems and resolving any discrepancies.
• Creating and organizing job document folders in accordance with company standards.
• Assigning Project Managers (PMs) to jobs and ensuring all required documentation and internal handoffs are completed.
• Contract & Order Setup – Review contracts, proposals, and supporting documentation to ensure accurate order entry and alignment with billing terms.
• Project Billing (AIA & Standard) – Prepare and issue invoices, including AIA billing and schedule of values, ensuring accuracy, completeness, and timeliness.
• Billing Issue Resolution – Partner with Sales, Project Managers, and Collections to resolve discrepancies that may delay invoicing or payment.
• Portal & Customer Billing Compliance – Manage billing through customer portals, ensuring all requirements are met and invoices are approved for payment.
• Reconciliations & Accuracy – Reconcile system billing with AIA documents and contract terms to ensure consistency and audit readiness.
• Cross-Functional Coordination – Collaborate with operations, procurement, accounting, and service teams to support project execution and billing needs.

What Makes You Successful

• Highly organized with strong attention to detail
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong problem-solving mindset with a proactive approach to resolving issues
• Effective communicator comfortable working with both internal teams and external customers
• Adaptable and able to thrive in a growing, evolving organization
• Strong sense of ownership and accountability.

Qualifications

• 2+ years of experience in construction, project-based, or contract billing (or similar industry)
• Working knowledge of:
  • AIA billing
  • Schedule of Values (SOV)
  • Lien waivers and certificates of insurance (COIs)
• Experience with ERP systems such as Sedona, WeSuite, Sage, Viewpoint, Deltek, or similar platforms
• Intermediate Microsoft Excel skills, including reconciliations, formulas, and data management.
• Experience with customer billing portals
• Exposure to federal government billing is a plus

Work Environment & Physical Requirements

• Primarily sedentary office work requiring prolonged periods of sitting and working at a computer.
• Frequent use of hands and fingers for typing, data entry, and operating office equipment.
• Ability to communicate effectively via phone, video conferencing, and in person.
• Occasional standing, walking, bending, or reaching within the office environment.
• Ability to lift and carry up to 15 pounds occasionally (files, office supplies, laptop equipment).
• Must be able to maintain focus and productivity in a deadline-driven environment.