AIA Billing & Construction Project Coordinator

Title: AIA Billing & Construction Project Coordinator

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Role

We're 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.

Responsibilities

Contracts & Bonding Management

• Review, organize, and manage commercial construction contracts throughout the project lifecycle.
• Coordinate bid bonds, performance bonds, and maintenance bonds for commercial projects.
• Prepare and submit bonding documentation accurately and within required timelines.
• Communicate with bonding companies, municipalities, and general contractors regarding project requirements.
• Track contract documentation and ensure compliance with contractual obligations.

AIA Billing & Project Administration

• Prepare and submit AIA billing packages for commercial construction projects.
• Maintain and update Schedule of Values (SOV) documentation.
• Track retainage and monitor project payment milestones.
• Ensure billing submissions are completed accurately and on time.
• Monitor project deadlines and proactively identify potential billing or payment issues.

Buildertrend & Project Systems Management

• Maintain project records and documentation within Buildertrend.
• Track project schedules, receipts, milestones, and progress updates.
• Ensure project information remains organized, accurate, and up to date.
• Maintain CRM and project management system data integrity across active and completed projects.
• Support reporting and project visibility for leadership.

Administrative & Project Support

• Manage inbound and outbound communications with clients, contractors, vendors, and project stakeholders.
• Support pre-construction and pre-sales administrative activities.
• Organize project documentation, contracts, permits, and supporting records.
• Assist wi