Project Coordinator

Job Description

Job Description

We are looking for a detail-oriented and organized Project Coordinator to join our team in Fremont, California. In this role, you will oversee critical accounting and administrative responsibilities related to construction projects, ensuring compliance with financial and contractual requirements. This position requires a proactive individual who can effectively collaborate with multiple teams to ensure seamless project execution.

Responsibilities :

• Oversee accounts receivable processes, including preparing and submitting client invoices, progress payment applications, and retention releases in accordance with contract terms.
• Collaborate with Project Managers to verify project milestones, percent-complete progress, and accurate billings aligned with approved change orders and schedules.
• Process and review subcontractor invoices, ensuring accuracy, compliance with contract values, and proper supporting documentation.
• Prepare and manage lien releases for subcontractors, vendors, and clients, ensuring all necessary releases are collected and compliant before payments are issued.
• Handle all apprenticeship reporting tasks, such as preparing and submitting monthly or quarterly utilization reports, tracking workforce classifications, and maintaining labor compliance documentation.
• Manage project insurance compliance, including enrollment, verification, and monthly reporting for subcontractors and vendors.
• Maintain and monitor Certificates of Insurance (COIs), performance bonds, and payment bonds to ensure compliance with project and contract requirements.
• Assist in project closeout activities, including final billing, lien waivers, retention releases, warranties, and completion documentation.
• Support month-end and audit reporting by maintaining accurate records of project costs and billings.
• Work closely with internal accounting, operations, and compliance teams to ensure financial accuracy and adherence to regulatory standards for all active projects.
• Minimum of 3 years of accounting experience in the construction industry, preferably with a general contractor or subcontractor.
• Comprehensive knowledge of billing processes, lien releases, retention, and project documentation in construction settings.
• Familiarity with public works compliance, apprenticeship reporting, and relevant labor compliance programs.
• Proficiency in construction accounting and project management software, such as Vista, Procore, Textura, GC Pay, or Sage 300.
• Exceptional attention to detail and strong organizational skills, with the ability to manage multiple projects and meet deadlines.
• Strong communication skills to effectively collaborate with internal teams and external stakeholders.
• Associate or Bachelor’s degree in Accounting, Finance, or a related field is preferred.
• Previous experience with accounts receivable, accounts payable, data entry, and invoice processing in the construction industry.