Senior Project Coordinator - Titan Electronics

• →Build and maintain the Schedule of Values (AIA G703), and prepare and submit Applications for Payment (G702) on each GC's billing cycle
• →Track approved change orders against contract value, and set up retainage and billing structure by contract
• →Prepare and submit partial and final lien waivers, conditional and unconditional. Confirm the payment amount and billing period and use the correct state form.
• →Submit pay apps and waivers through GC portals including Procore, Textura and GC Pay

• Verify every new job in TotalService against the executed contract or PO within one business day of handoff from Sales Administration
• Check contracting entity, customer, contract value, SOV, retainage, billing method, billing and collections contacts, tax setup, PM and sales assignment, and budget against the sold estimate
• Release jobs that pass. Return jobs that dont with the specific correction, and track exceptions by type.
• Hold billing on any job that has not passed verification

• Run the TotalService side of the weekly job review. Confirm what's been billed, that time is correct and which jobs are ready to close.
• Send the weekly billing list to TEI Billing and coordinate with Billing on install job invoicing
• Resolve client requests for invoice detail with cost breakouts that match the executed contract and SOV
• Correct billing contacts at the source when invoices come back undeliverable

• Verify purchase orders are attached to the correct jobs and licenses
• Confirm materials have been ordered for active jobs as part of the weekly review Closeout
• Assemble closeout packages: as-builts, O&M manuals, permits and inspection sign-offs, test records and warranty letters
• Create warranty jobs at completion
• Drive final billing, retainage release and final waivers on every completed job

• Run the monthly backlog review with the Install Manager and each PM: cost to date, cost to complete, revised completion dates and open change orders
• Prepare the monthly percentage-of-completion package for Accounting on the close calendar
• Flag jobs before month-end where cost to complete has moved materially or estimated cost at completion exceeds contract value

• As the role matures, take ownership of GC portal setup and compliance: project and contractor data, GC-specific exhibits and forms, and signature routing
• Build a separate compliance process for GC work versus direct-client work

QUALIFICATIONS
Required

• 3+ years of project administration, project coordination or construction billing with a specialty trade contractor, systems integrator, or mechanical, electrical or life safety contractor
• Hands-on experience preparing AIA G702/G703 pay apps, schedules of values, retainage and change order billing
• Working knowledge of lien waivers (conditional and unconditional, partial and final) and how requirements differ by state
• Experience submitting through GC portals such as Procore, Textura or GC Pay
• Understanding of percentage-of-completion and WIP: cost to complete, estimated cost at completion, and over- and under-billing
• Experience with a construction or field service ERP for job setup, job costing and billing. TotalService strongly preferred; Sage 300 CRE, Vista, NetSuite, Q360 or WennSoft considered.
• Strong Excel: pivot tables, lookups and reconciliations
• Ability to read contracts, scopes of work and drawings well enough to check what's being billed
• Collaborative working style with PMs and GCs, and comfortable following up until documentation is complete and accurate

• Experience in security, access control, video, fire or low-voltage
• Bluebeam or Autodesk Build
• Notary Public, or willing to become one

WHY TEI

• Growth. Tripled in four years, with a plan to do it again. Opens paths into project administration leadership, project management and operations.
• Visibility. Direct work with the Director of Administration, the Head of Security Systems Integration, the Install Manager, Accounting and Finance leadership. Backlog and POC work feeds the reporting ownership reviews.
• Backing. Ownership has invested in new markets, acquisitions and the systems behind them.

EOE M/F/D/V

#IND3