Senior Project Coordinator - Titan Electronics

Department: Security Systems Integration, Installation
Reports to: Director of Administration
Works closely with: Project Managers, Install Manager, Sales Administration, Billing and Accounting
Location: Chicago, IL (in office)
FLSA status: Exempt
Compensation: $85,000–$95,000 base, plus bonus eligibility

ABOUT TITAN ELECTRONICS
Titan Electronics is a commercial security systems integrator. TEI designs, installs and services access control, video surveillance and intrusion systems for building owners, property managers, general contractors and enterprise clients in Chicago, Atlanta, Central and South Florida, Texas, Las Vegas and Los Angeles.

TEI has tripled in size over the last four years through organic growth into new markets and acquisitions, and plans to triple again over the next four to five. Seven Project Managers across six regions now bill 30–40 install jobs a week.

Growth at that pace puts real pressure on the back office. This role keeps billing, compliance and closeout accurate as volume climbs.

THE ROLE

• Owns the billing and compliance side of every install job, from booking through closeout.
• Control job setup. Verify every job Sales Administration books in TotalService against the contract before release to the PM.
• Own construction billing. Pay applications, lien waivers and the weekly billing list, so completed work turns into cash on time.
• Close jobs out and deliver reliable backlog and percentage-of-completion data to Accounting every month.

RESPONSIBILITIES
Construction billing and lien waivers

• Build and maintain the Schedule of Values (AIA G703), and prepare and submit Applications for Payment (G702) on each GC's billing cycle
• Track approved change orders against contract value, and set up retainage and billing structure by contract
• Prepare and submit partial and final lien waivers, conditional and unconditional. Confirm the payment amount and billing period and use the correct state form.
• Submit pay apps and waivers through GC portals including Procore, Textura and GC Pay

Job setup verification

• Verify every new job in TotalService against the executed contract or PO within one business day of handoff from Sales Administration
• Check contracting entity, customer, contract value, SOV, retainage, billing method, billing and collections contacts, tax setup, PM and sales assignment, and budget against the sold estimate
• Release jobs that pass. Return jobs that dont with the specific correction, and track exceptions by type.
• Hold billing on any job that has not passed verification

Billing preparation

• Run the TotalService side of the weekly job review. Confirm what's been billed, that time is correct and which jobs are ready to close.
• Send the weekly billing list to TEI Billing and coordinate with Billing on install job invoicing
• Resolve client requests for invoice detail with cost breakouts that match the executed contract and SOV
• Correct billing contacts at the source when invoices come back undeliverable

Purchase orders and materials

• Verify purchase orders are attached to the correct jobs and licenses
• Confirm materials have been ordered for active jobs as part of the weekly review Closeout
• Assemble closeout packages: as-builts, O&M manuals, permits and inspection sign-offs, test records and warranty letters
• Create warranty jobs at completion
• Drive final billing, retainage release and final waivers on every completed job

Backlog and percentage of completion

• Run the monthly backlog review with the Install Manager and each PM: cost to date, cost to complete, revised completion dates and open change orders
• Prepare the monthly percentage-of-completion package for Accounting on the close calendar
• Flag jobs before month-end where cost to complete has moved materially or estimated cost at completion exceeds contract value

GC compliance

• As the role matures, take ownership of GC portal setup and compliance: project and contractor data, GC-specific exhibits and forms, and signature routing
• Build a separate compliance process for GC work versus direct-client work

QUALIFICATIONS
Required

• 3+ years of project administration, project coordination or construction billing with a specialty trade contractor, systems integrator, or mechanical, electrical or life safety contractor
• Hands-on experience preparing AIA G702/G703 pay apps, schedules of values, retainage and change order billing
• Working knowledge of lien waivers (conditional and unconditional, partial and final) and how requirements differ by state
• Experience submitting through GC portals such as Procore, Textura or GC Pay
• Understanding of percentage-of-completion and WIP: cost to complete, estimated cost at completion, and over- and under-billing
• Experience with a construction or field service ERP for job setup, job costing and billing. TotalService strongly preferred; Sage 300 CRE, Vista, NetSuite, Q360 or WennSoft considered.
• Strong Excel: pivot tables, lookups and reconciliations
• Ability to read contracts, scopes of work and drawings well enough to check what's being billed
• Collaborative working style with PMs and GCs, and comfortable following up until documentation is complete and accurate

Preferred

• Experience in security, access control, video, fire or low-voltage
• Bluebeam or Autodesk Build
• Notary Public, or willing to become one

WHY TEI

• Growth. Tripled in four years, with a plan to do it again. Opens paths into project administration leadership, project management and operations.
• Visibility. Direct work with the Director of Administration, the Head of Security Systems Integration, the Install Manager, Accounting and Finance leadership. Backlog and POC work feeds the reporting ownership reviews.
• Backing. Ownership has invested in new markets, acquisitions and the systems behind them.

EOE M/F/D/V

#IND3