Accounts & Project Billing Coordinator

The role of Accounts & Project Billing Coordinator involves managing day-to-day Accounts Receivable, project billing, and finance administration.

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 on 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
• 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:

• 5+ years of experience in Accounts Receivable, invoicing, billing, or comparable finance administration
• Experience with project billing or working within construction, contracting, or project-based businesses
• Xero and Pipedrive CRM experience highly regarded
• Strong numerical accuracy and attention to detail
• Confident working with accounting systems, spreadsheets, and financial records
• Strong organizational 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 on 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