Overview
The Project & Finance Coordinator serves as the primary administrative liaison between project personnel and the Houston corporate office. Reporting to the Finance Department, this position provides support for Accounts Receivable activities, project billing administration, vendor onboarding coordination, employee onboarding support, travel arrangements, and general project administration.
This role works closely with Finance, Human Resources, Project Managers, project personnel, and external vendors to ensure efficient execution of business operations and timely completion of administrative and financial processes. The ideal candidate is highly organized, customer-service oriented, detail-focused, and capable of managing multiple priorities in a fast-paced project environment.
Duties
Accounts Receivable & Finance Support
- Assist with Accounts Receivable billing activities and customer account follow-up.
- Contact customers regarding outstanding invoices, payment status, and past-due balances in a professional manner.
- Maintain records of collection efforts and customer communications.
- Assist with tracking outstanding receivables and monitoring aging reports.
- Coordinate with Project Managers and Finance regarding billing questions, payment issues, and customer inquiries.
- Support invoice distribution and verification of billing documentation.
- Assist with reconciliation activities and financial record maintenance.
- Prepare reports related to billing, collections, and project financial activities.
- Provide administrative support to the Finance Department as required.
Project Billing Support
- Assist with preparation and compilation of project billing documentation.
- Collect, organize, and maintain project-related billing records.
- Upload invoices, timesheets, and supporting documentation into designated systems.
- Assist with project cost tracking and reporting activities.
- Support project financial reporting requirements.
- Maintain accurate project records and supporting documentation.
Project Administration & Coordination
- Serve as the primary administrative liaison between project personnel and the Houston corporate office.
- Coordinate communication between project teams and internal departments including Finance, Human Resources, Information Technology, Supply Chain, and Management.
- Support Project Managers with administrative and operational requirements.
- Coordinate project-related requests and ensure timely follow-up and resolution.
- Schedule meetings and coordinate project-related activities.
- Prepare reports, presentations, meeting materials, and supporting documentation.
- Maintain project files, records, and documentation.
- Track project administrative action items and assist with project reporting requirements.
- Support special projects and initiatives as assigned.
Human Resources & Employee Support
- Assist the Human Resources Manager with onboarding and employee administration activities.
- Coordinate onboarding documentation and administrative requirements for new hires.
- Schedule orientations, training sessions, and employee meetings.
- Assist employees with administrative questions and direct requests to appropriate departments.
- Support employee communications and workforce tracking activities.
- Maintain employee rosters and project staffing records.
- Coordinate information between project personnel and the Houston office.
- Assist with employee engagement activities and HR projects.
- Maintain confidentiality of employee information and records.
Vendor Onboarding Coordination
- Serve as a point of contact for vendors during the onboarding process.
- Communicate vendor onboarding requirements and documentation needs.
- Follow up with vendors regarding incomplete or missing information.
- Coordinate with internal departments to facilitate vendor enrollment within SAP and other company systems.
- Track vendor onboarding status and maintain supporting documentation.
- Assist in ensuring vendor files remain complete and compliant with company requirements.
Travel & Logistics Coordination
- Coordinate domestic and international travel arrangements for project personnel.
- Arrange flights, hotel accommodations, rental vehicles, and travel itineraries.
- Maintain travel schedules and provide administrative travel support.
- Assist employees with travel-related documentation and expense submissions.
- Track travel-related records and supporting documentation.
General Administrative Support
- Provide administrative support to Finance, Human Resources, and Project Management teams.
- Support process improvement initiatives and administrative efficiencies.
- Maintain confidentiality of financial, employee, project, and company information.
- Perform other duties and responsibilities as assigned.
Skills
- Strong organizational and time management skills.
- Strong analytical, problem-solving, and follow-up skills.
- Excellent verbal and written communication skills.
- Strong customer service and relationship management abilities.
- Ability to communicate professionally with customers, vendors, and employees.
- Strong attention to detail and accuracy.
- Ability to manage multiple priorities and deadlines.
- Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, and Teams.
- Experience working with SAP or similar ERP systems preferred.
- Ability to exercise discretion and maintain confidentiality.
Qualifications
Education
- Associate's Degree or Bachelor’s in Business Administration, Accounting, Finance, Human Resources, Project Management, or a related field preferred.
- Equivalent combination of education and experience may be considered.
Experience
- Minimum three (3) years of experience in finance support, accounts receivable, project coordination, office administration, operations support, or a related role.
- Experience supporting engineering, energy, construction, industrial, manufacturing, or project-based organizations preferred.
- Experience with customer account follow-up, billing support, or collections activities preferred.
Physical Requirements
- Prolonged periods of sitting and working at a computer.
- Ability to occasionally lift and carry office materials up to 25 pounds.
- Ability to travel occasionally as business needs require.
Work Environment
This position operates primarily from the Houston office while supporting project personnel working across multiple project locations. The role requires frequent interaction with customers, vendors, project teams, employees, and corporate support functions. The successful candidate must be comfortable working in a dynamic environment while balancing multiple priorities and deadlines.
Key Competencies
- Customer Service Orientation
- Communication Skills
- Organization & Planning
- Attention to Detail
- Financial Acumen
- Relationship Management
- Accountability
- Problem Solving
- Teamwork & Collaboration
- Initiative
- Professionalism
- Confidentiality
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Do you have any experience using SAP?
Language:
Shift availability:
Ability to Commute:
- Houston, TX 77056 (Required)
Work Location: In person
