Billing & Time Keeping Compliance Coordinator

Job Title: Timekeeping & Billing Compliance Coordinator
Reports To: Finance Operations Manager

Position Summary
The Timekeeping & Billing Operations Coordinator plays a key role in maintaining the accuracy, consistency, and integrity of timekeeping and billing processes across the organization. This position ensures technician timecards are complete, approved, and properly classified, supporting accurate payroll processing and billing. It also assists in managing prevailing wage and certified payroll reporting to meet regulatory and contractual requirements. The coordinator prepares, verifies, and tracks invoices, maintains up-to-date billing records, and resolves discrepancies that could impact payroll or invoicing accuracy. By keeping clear documentation and reliable data flow between departments, the Timekeeping & Billing Operations Coordinator strengthens financial accuracy, enhances accountability, and improves efficiency across payroll, timekeeping, and billing.

Responsibilities and Duties:
• Timekeeping Management
• Import, review, and audit technician timecards across multiple systems for accuracy, completeness, and timely submission.
• Collaborate with technicians and supervisors to verify hours, classifications, and resolve discrepancies before payroll processing.
• Ensure timecard approvals align with project schedules, budgets, and labor requirements.
• Maintain accurate records of approved timekeeping data for internal audits and payroll support.

Prevailing Wage (PWA) & Certified Payroll Support
• Manage Prevailing Wage (PWA) and certified payroll activities, including report preparation, documentation, and wage tracking.
• Monitor wage determinations, classifications, and fringe allocations to maintain compliance with state and federal regulations.
• Maintain organized documentation for certified payrolls, PWA records, and audit readiness.

Billing Operations
• Reconcile approved timecards to billing trackers, ensuring accuracy between time, labor cost, and project billing.
• Prepare, review, and submit invoices based on verified timecards, approved labor rates, and contract terms.
• Maintain billing and PO trackers, ensuring consistency with project budgets and payroll records.
• Coordinate with accounting and project management to resolve billing discrepancies and maintain accurate reporting.

Continuous Improvement & Administration
• Recommend and implement process improvements to enhance accuracy, efficiency, and data integrity across timekeeping, PWA, and billing workflows.
• Perform related administrative duties as assigned to support timekeeping, payroll coordination, and billing accuracy.

Qualifications:
• 3+ years of experience in timekeeping, payroll support, or billing coordination.
• Working knowledge of Prevailing Wage (PWA) and certified payroll reporting requirements.
• Proven accuracy in data validation, reconciliation, and reporting.
• Proficient in Microsoft Excel; experience with ERP systems is a plus.
• Strong communication and collaboration skills across technical, administrative, and finance teams.
• Ability to work independently with minimal supervision while maintaining accuracy and accountability.
• Highly organized, detail-oriented, and able to manage multiple priorities under tight deadlines.
• Demonstrated initiative in improving workflows and maintaining high standards of accuracy.
• Dependable, proactive, and accountable in all responsibilities.