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 with project coordination and operational support as needed.
• Participate in weekly project meetings and provide status updates on assigned responsibilities.

What Makes You a Perfect Fit

• You are highly detail-oriented and rarely miss deadlines or documentation requirements.
• You thrive in structured environments where organization and follow-through matter.
• You enjoy coordinating multiple moving parts and keeping projects on track.
• You communicate professionally with contractors, municipalities, vendors, and internal teams.
• You take ownership of your responsibilities and work independently without requiring constant supervision.
• You proactively identify issues before they become problems.

Required Experience & Skills

Must-Have

• Proven experience working with commercial construction contracts.
• Strong understanding of construction bonding processes, including bid bonds, performance bonds, and maintenance bonds.
• Hands-on experience with AIA billing, payment applications, and Schedule of Values (SOV).
• Experience tracking retainage and managing construction-related billing documentation.
• Strong Microsoft Excel and Microsoft Office skills.
• Excellent written and verbal English communication skills.
• Exceptional organizational and time-management abilities.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and accuracy.

Nice-to-Have

• Experience using Buildertrend or similar construction management software.
• Background in commercial construction, landscaping, or project management.
• Experience working with CRM platforms and project tracking systems.
• Basic accounting or bookkeeping experience within construction or trades industries.
• Familiarity with construction financial reporting and payment tracking processes.

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 submissions.

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 current.

You’ll also participate in project meetings, support operational workflows, and proactively monitor deadlines to ensure projects remain organized and on schedule.

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

Key Metrics for Success (KPIs)

• Accuracy and timeliness of AIA billing submissions.
• Successful management of bonding documentation and deadlines.
• Accuracy of project records and CRM data.
• Timely completion of contract administration tasks.
• Reduction of billing delays and payment issues.
• Effective coordination across multiple active projects.
• Consistent adherence to project deadlines and documentation requirements.

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Client Interview
• Offer & Background Verification