AIA Billing And Construction Project Coordinator

Title: AIA Billing & Construction Project Coordinator

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Rol

eWere hiring a highly organized and detail-oriented AIA Billing & Construction Project Coordinator to support the successful execution of commercial construction projects

.This is a critical operations role responsible for managing construction contracts, bonding processes, AIA billing, project documentation, and administrative coordination across multiple projects

.We are looking for someone who understands commercial construction workflows, can manage detailed documentation with accuracy, and proactively keeps projects moving forward. The ideal candidate is highly organized, comfortable working independently, and able to balance multiple priorities while maintaining exceptional attention to detail

.If you have experience with commercial construction contracts, bonding, AIA billing, and project coordination, this role offers the opportunity to become a key contributor within a growing construction organization

.
Responsibiliti

esContracts & Bonding Manageme

• ntReview, organize, and manage commercial construction contracts throughout the project lifecycl
• e.Coordinate bid bonds, performance bonds, and maintenance bonds for commercial project
• s.Prepare and submit bonding documentation accurately and within required timeline
• s.Communicate with bonding companies, municipalities, and general contractors regarding project requirement
• s.Track contract documentation and ensure compliance with contractual obligation

s.AIA Billing & Project Administrati

• onPrepare and submit AIA billing packages for commercial construction project
• s.Maintain and update Schedule of Values (SOV) documentatio
• n.Track retainage and monitor project payment milestone
• s.Ensure billing submissions are completed accurately and on tim
• e.Monitor project deadlines and proactively identify potential billing or payment issue

s.Buildertrend & Project Systems Manageme

• ntMaintain project records and documentation within Buildertren
• d.Track project schedules, receipts, milestones, and progress update
• s.Ensure project information remains organized, accurate, and up to dat
• e.Maintain CRM and project management system data integrity across active and completed project
• s.Support reporting and project visibility for leadershi

p.Administrative & Project Suppo

• rtManage inbound and outbound communications with clients, contractors, vendors, and project stakeholder
• s.Support pre-construction and pre-sales administrative activitie
• s.Organize project documentation, contracts, permits, and supporting record
• s.Assist with project coordination and operational support as neede
• d.Participate in weekly project meetings and provide status updates on assigned responsibilitie

s.
What Makes You a Perfect

• FitYou are highly detail-oriented and rarely miss deadlines or documentation requiremen
• ts.You thrive in structured environments where organization and follow-through matt
• er.You enjoy coordinating multiple moving parts and keeping projects on tra
• ck.You communicate professionally with contractors, municipalities, vendors, and internal tea
• ms.You take ownership of your responsibilities and work independently without requiring constant supervisi
• on.You proactively identify issues before they become proble

ms.
Required Experience & Sk

illsMust-

• HaveProven experience working with commercial construction contra
• cts.Strong understanding of construction bonding processes, including bid bonds, performance bonds, and maintenance bo
• nds.Hands-on experience with AIA billing, payment applications, and Schedule of Values (S
• OV).Experience tracking retainage and managing construction-related billing documentat
• ion.Strong Microsoft Excel and Microsoft Office ski
• lls.Excellent written and verbal English communication ski
• lls.Exceptional organizational and time-management abilit
• ies.Ability to manage multiple projects and deadlines simultaneou
• sly.Strong attention to detail and accur

acy.Nice-to-

• HaveExperience using Buildertrend or similar construction management softw
• are.Background in commercial construction, landscaping, or project managem
• ent.Experience working with CRM platforms and project tracking syst
• ems.Basic accounting or bookkeeping experience within construction or trades industr
• ies.Familiarity with construction financial reporting and payment tracking proces

ses.
What Does a Typical Day Look

Like?A typical day involves reviewing project contracts, preparing bonding documentation, updating project records, coordinating with contractors and municipalities, and managing AIA billing submiss

ions.You may spend part of your day updating Buildertrend, tracking project milestones, monitoring retainage schedules, communicating with bonding providers, and ensuring all documentation is accurate and cur

rent.Youll also participate in project meetings, support operational workflows, and proactively monitor deadlines to ensure projects remain organized and on sche

dule.In short, you serve as the operational backbone that keeps contracts, billing, documentation, and project administration running smoo

thly.
Key Metrics for Success

• (KPIs)Accuracy and timeliness of AIA billing submis
• sions.Successful management of bonding documentation and dead
• lines.Accuracy of project records and CRM
• data.Timely completion of contract administration
• tasks.Reduction of billing delays and payment i
• ssues.Effective coordination across multiple active pro
• jects.Consistent adherence to project deadlines and documentation require

ments.
Interview

• ProcessInitial Phone
• ScreenVideo Interview with Pavago Re
• cruiterClient In
• terviewOffer & Background Verif