Administrative Billing Coordinator

About the Job:

Administrative Billing Coordinator – Ziegler Industries, LLC.

Quincy, IL | Full-Time | $24.00-$30.00/Hourly | Industrial/Construction Industry.

Ziegler Industries is looking for an Administrative Billing Coordinator to keep our projects running smoothly from both the office and the field. In this role, you’ll handle timekeeping, job site administration, and billing for assigned projects—making sure labor, equipment, and materials are tracked accurately, and invoices are sent out correctly and on time.

If you’ve got experience in construction administration and billing , thrive on organization, and enjoy supporting both field crews and office teams, this is a great opportunity to put your skills to work in a supportive, team-oriented environment.

What You’ll Be Doing:

Administrative & Timekeeping:

• Support Project Managers, field staff, and office teams with day-to-day administrative needs.
• Record and reconcile daily labor, material, and equipment usage for job sites.
• Track attendance, vacation, and update office personnel.
• Order, distribute, and collect PPE and supplies for field crews.
• Log company credit card purchases for site foremen in the accounting system.
• Request badges for new hires and keep employee/equipment records up to date.
• Maintain and troubleshoot timekeeping software and related apps.

Billing & Accounting:

• Work with clients, Project Managers, and A/R Manager to confirm billing requirements.
• Prepare and submit invoices based on project progress, T&M, AIA G702/G703 forms, change orders, and contract terms.
• Process lien waivers and upload billing into client portals (e.g., COUPA, Ariba, Track, CDMS, Textura, CTS).
• Review contracts and documentation for accurate billing.
• Coordinate with clients and subcontractors to resolve billing questions.
• Monitor aging reports, send invoice approval requests, and assist with collections.
• Audit open work orders to ensure no billing is missed.
• Generate financial reports to support management.

What You’ll Bring:

• Prior experience in construction industry administration and billing (T&M and AIA invoicing required).
• Knowledge of construction labor/equipment operations and lien laws.
• Proficiency in Microsoft Office (Excel, Teams, Outlook, Word).
• Familiarity with construction software (Procore, Sage 100, NetSuite, etc.) is a plus.
• Excellent organization, communication, and multitasking skills.
• Ability to work independently while staying connected with the team.
• Bilingual (Spanish/English) a plus.

Physical Requirements:

• Sedentary office work with extended computer/phone use.
• Clear vision and hearing for communication and data entry.
• Occasionally lift up to 20 lbs.

Why You’ll Love Working Here:

• Competitive pay and full benefits package.
• 401(k) with company match.
• Health, dental, vision, life, and disability insurance.
• Paid time off and holidays.
• Supportive, employee-valued culture.
• Opportunities for continuing education and career growth.

This role blends organization, problem-solving, and communication —perfect for someone who enjoys keeping all the moving parts of a project aligned and on track.