Accounts & Project Billing Coordinator

The client is an Australian specialist contractor focused on commercial joint sealing. They work across projects from tender through to completion, providing technical expertise, practical planning, quality applications, and compliant outcomes. The business places a strong emphasis on integrity, precision, ownership, proactive communication, and continuous improvement.

Role Overview

We are looking for an experienced Accounts & Project Billing Coordinator to take ownership of day-to-day Accounts Receivable, project billing, and finance administration.

Working closely with the Finance Manager, you will manage invoicing, progress claims, project billing records, purchase orders, variations, debtor follow-ups, client onboarding, and financial records in Xero. This role suits someone highly organised and detail-oriented who can manage deadlines, identify discrepancies, follow up proactively, and see tasks through to resolution.

Key Responsibilities

• Prepare and issue customer invoices based on completed works, job sheets, project stages, purchase orders, and approved billing information
• Prepare and submit progress claims in line with client and contractual requirements
• Maintain accurate project billing records, including contract values, invoices, claims, variations, and completed but unbilled work
• Track and follow up required purchase orders and ensure information is correctly recorded
• Record approved variations and ensure billable variations are included in invoicing
• Maintain customer accounts, allocate receipts, issue statements, and support debtor follow-up
• Communicate with clients regarding outstanding invoices and billing queries where required
• Complete the finance component of new client onboarding and maintain accurate Xero records
• Verify client details including legal entity information, ABN, billing contacts, payment terms, and PO requirements
• Enter client call-ups and relevant project or finance information accurately and promptly
• Support month-end reporting through billing information, reconciliations, and supporting finance records
• Identify missing information, discrepancies, and potential billing issues and follow them through to resolution
• Maintain accurate and consistent information across Xero, project trackers, Pipedrive CRM, and other systems
• Identify recurring issues and suggest practical improvements to finance and billing processes

Requirements

Qualifications & Skills:

• Experience in Accounts Receivable, invoicing, billing, or comparable finance administration
• Experience with project billing or working within construction, contracting, or another project-based business highly regarded
• Xero and Pipedrive CRM experience highly regarded
• Strong numerical accuracy and attention to detail
• Confident working with accounting systems, spreadsheets, and financial records
• Strong organisational skills and ability to manage multiple deadlines and priorities
• Excellent written English and clear, professional communication skills
• Ability to identify discrepancies and investigate issues rather than making assumptions
• Strong follow-through and ability to take ownership of tasks from start to finish
• Proactive approach to following up missing information, outstanding items, and billing requirements
• Comfortable communicating directly with clients and internal stakeholders
• Ability to work independently while knowing when to escalate matters requiring management input
• Previous experience supporting clients in AU/US/UK/CA or similar markets highly regarded

Work Arrangement & Expectations:

• Fully remote role supporting an Australian business
• Full-time engagement, 40 hours per week
• Work closely with the Finance Manager and wider finance, operations, and management teams
• Maintain clear and professional communication with clients and internal stakeholders
• Take full ownership of assigned responsibilities and follow tasks through to completion
• Raise missing information, discrepancies, risks, and potential delays early
• Maintain accurate and up-to-date financial and project records
• Use Xero and relevant project tracking and finance systems as part of daily work
• Expected to contribute ideas that improve billing and finance processes
• Long-term opportunity within a business that values training, development, ownership, and continuous improvement
• Successful candidates will be expected to reflect this engagement in their LinkedIn profile