Project Billing and Job Management Specialist

 Project Billing and Job Management Specialist

 General Summary:

The Project Billing and Job Management Specialist is responsible for supporting project operations through coordination of billing support, documentation control, order expediting, and project tracking activities. This role works closely with Project Managers, vendors, manufacturer representatives, warehouse personnel, and internal teams to help ensure project materials, documentation, and billing-related processes are completed accurately and efficiently. The position plays a key role in maintaining project visibility, supporting customer deliverables, monitoring order status, and assisting with the overall execution and management of projects within the organization.

Key Responsibilities:

Responsibilities include, but are not limited to:

• Expedite purchase orders with vendors and manufacturer representatives to support project timelines and delivery schedules

• Monitor and update purchase order shipment and delivery statuses within the Company’s order entry system (SX)

• Coordinate with warehouse personnel to resolve purchase order overage, shortage, and shipment discrepancies

• Review and manage daily open order reports while communicating updates and potential issues with Project Managers

• Assist with billing support and project-related administrative functions

• Pull and organize proof of delivery (POD) documentation and packing lists for project shipments

• Create cable tags and shipment-related documentation for warehouse personnel

• Maintain and support project document control activities across multiple projects

• Work and maintain weekly Aconex reporting requirements

• Assist with project tracking, organization, and communication to support successful project execution

• Provide timely and professional communication with internal teams, vendors, and customers as needed

• Perform other duties and responsibilities as assigned by management

Knowledge/Skills/Ablities:

• Ability to work independently with minimal daily supervision

• Strong organizational and time management skills with the ability to prioritize multiple tasks and deadlines

• Effective written and verbal communication skills with individuals at all levels of the organization

• Strong attention to detail and problem-solving abilities

• Analytical mindset with the ability to identify and help resolve issues affecting project flow and expediting processes

• Ability to learn and become proficient in TRC’s order entry system (SX)

• Proficient working knowledge of Microsoft Outlook, Excel, and Word

• Team-oriented mindset with a collaborative approach to work

• Prior wholesale distribution, project coordination, or electrical industry experience preferred, but not required

Reporting Relationships:

Reports To: Operations Manager

Direct Reports: None

Physical Demands:

This position primarily involves office-based work requiring prolonged periods of sitting, computer use, and occasional standing or walking. Occasional lifting of materials up to 25 pounds may be required.

Working Conditions and Environment:

This position is primarily office-based with occasional exposure to a warehouse environment. Standard business hours are generally Monday through Friday; however, occasional flexibility outside normal business hours may be required based on business and project needs.

EEO/AA/M/F/Vet/Disability Employer

The above statements are intended to describe the essential functions and related requirements of persons assigned to this job. They are not intended as an exhaustive list of all job duties, responsibilities and requirements.