Project Accountant / Billing Coordinator
Employment Type: Full-Time
Department: Accounting / Project Administration
Reports To: President and Accounting Department
Cal Pac Sheet Metal, Inc. is seeking a detail-oriented, organized, and proactive Project Accountant / Billing Coordinator to support project accounting, billing, contracts, accounts receivable, and bid coordination for our contracting division.
This position is ideal for someone who understands construction billing, contract administration, and project accounting workflows. The right candidate will be highly organized, comfortable working with general contractors, project managers, accounting staff, field employees, and ownership, and able to manage deadlines with accuracy and follow-through.
Bilingual English/Spanish is strongly preferred, as this role may require communication with field employees, subcontractors, vendors, and project teams.
Key ResponsibilitiesAccounts Receivable
- Provide lien releases after payment receipt.
- Receive checks and provide copies to Accounting.
- Prepare A/R reporting on the 1st and 15th of each month for the President and Accounting Department.
- Follow up with general contractors regarding outstanding payments, billing status, and required documentation.
- Maintain accurate records of payment status, releases, and correspondence.
Billing
- Prepare and submit invoices through Sage and general contractor billing systems.
- Create and update Schedule of Values for active projects.
- Maintain monthly billing updates and ensure billing is submitted timely.
- Update the internal billing sheet with new jobs, billing dates, and required billing information.
- Coordinate with project managers and accounting to confirm billing accuracy.
Contracts and Project Setup
- Review contracts and assist with returning required documents to clients.
- Create new jobs in Sage 100.
- Create and maintain paper job files.
- Enter project budgets into Sage.
- Enter change order requests and approved change orders into Sage.
- Process expense reports and MapQuest mileage backup as needed.
- Track, renew, apply for, and submit city business licenses.
- Save required contract documents, licenses, and project information to the company P Drive.
- Coordinate insurance requirements, renewals, certificate of insurance review, and OCIP certificates.
- Prepare and track preliminary notices for Cal Pac jobs.
Bid Coordination
- Manage the bid calendar and track upcoming bid dates.
- Coordinate bid documents and deadlines with estimating and project teams.
- Follow up on submitted bids with general contractors and clients.
- Maintain accurate bid tracking information and update internal records.
- Support communication between estimating, project management, and leadership regarding bid status.
Qualifications
- Experience in construction accounting, billing, project administration, or contract administration preferred.
- Bilingual English/Spanish strongly preferred.
- Experience with Sage 100 or similar accounting/project management software preferred.
- Familiarity with construction billing, Schedule of Values, lien releases, preliminary notices, insurance certificates, and general contractor portals is a plus.
- Strong organization and follow-up skills.
- High attention to detail and accuracy.
- Ability to manage multiple deadlines and priorities.
- Strong written and verbal communication skills.
- Proficient with Microsoft Excel, Outlook, and document management systems.
- Comfortable working with general contractors, vendors, accounting teams, field employees, and internal project staff.
Ideal Candidate
The ideal candidate is dependable, detail-driven, and takes ownership of deadlines. This person understands that billing, contracts, releases, and follow-up directly impact cash flow and project success. They are not afraid to ask questions, communicate clearly, and keep projects moving administratively from project setup through closeout.
A successful candidate will also be comfortable communicating with both office and field teams and able to support a fast-paced construction environment where accuracy, urgency, and follow-through matter.
Pay: $53,000.00 - $72,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid sick time
Experience:
- Construction: 5 years (Required)
Language:
Work Location: In person
