Project and Billing Coordinator

Job Description: Project & Billing Coordinator

Reports to: Professional Services Manager

Position Summary

The Project & Billing Coordinator is responsible for coordinating project administration, scheduling, billing alignment, renewals, procurement follow-through, and operational continuity throughout the customer lifecycle.

This role serves as the operational bridge between Professional Services, Client Success, Managed Services, and Billing to ensure projects move efficiently, customer changes are accurately reflected in recurring services, and operational details are completed consistently.

The position requires strong organizational skills, attention to detail, customer communication, and the ability to manage multiple priorities while supporting both customers and internal teams.

The Project & Billing Coordinator helps create consistent customer experience by ensuring projects remain organized, operational tasks are completed, and billing-related updates are handled accurately.

Key Responsibilities

Project Coordination & Scheduling

• Coordinate customer kickoff meetings and internal project planning sessions.


• Maintain project schedules, milestones, and follow-up activities.


• Coordinate customer and engineer availability for project work.


• Support project communication, closeout activities, and operational handoffs.

Billing & Agreement Management

• Manage monthly recurring billing processes and billing adjustments.


• Maintain agreement accuracy, recurring service changes, and licensing updates.


• Assist with invoice corrections, billing inquiries, and billing reconciliation activities.


• Support operational alignment between ConnectWise and QuickBooks.

Renewals & Service Management

• Coordinate monthly, quarterly, and annual renewals.


• Track service additions, removals, and modifications.


• Ensure agreements, recurring services, and licensing remain aligned.


• Work with Client Success to support service continuity and renewal planning.

Procurement & Operational Follow-Through

• Track procurement activities and outstanding operational items.


• Coordinate follow-up on hardware, software, licensing, and project dependencies.


• Escalate stalled items and maintain visibility into operational progress.

Communication & Coordination

• Communicate clearly with customers and internal teams regarding schedules, updates, and next steps.


• Support collaboration between Professional Services, Managed Services, Client Success, and Billing.


• Help maintain organization and visibility across projects and operational workflows.

Operational Standards Reinforcement

• Follow established project, billing, and operational processes.


• Maintain accurate records, schedules, agreements, and documentation.


• Identify workflow gaps, process concerns, and operational risks before they impact customers.
  
  

Autonomy & Decision Boundaries

The Project & Billing Coordinator is expected to coordinate operational activities independently within their defined responsibilities while following established processes and standards.

This role is responsible for identifying and escalating scheduling conflicts, billing discrepancies, operational risks, customer-impacting delays, and unresolved workflow issues. Major project decisions, customer commitments, scope changes, and financial approvals remain the responsibility of leadership.

Technical & Professional Competencies

• Project Coordination: Understands how projects move from kickoff through completion and can coordinate schedules, meetings, milestones, and follow-up activities to keep projects progressing.


• Billing & Agreement Alignment: Understands how projects impact recurring services, agreements, licensing, and billing and can coordinate updates accurately and consistently.


• Operational Organization: Maintains visibility across multiple projects, priorities, and operational tasks while ensuring details are completed consistently.


• Procurement & Service Coordination: Understands how equipment, licensing, renewals, and operational changes support successful project delivery and customer continuity.


• Documentation: Maintains accurate project records, schedules, billing updates, and operational notes while ensuring information is organized and accessible.


• Customer & Team Communication: Communicates clearly with customers and internal teams regarding schedules, next steps, billing updates, operational changes, and follow-up actions.
  
  

Behavioral Target

A proactive, organized, and detail-oriented professional who works well in a structured environment, communicates clearly, follows through consistently, and helps keep projects and operational workflows moving forward. This person should be comfortable managing multiple priorities, coordinating across teams, and supporting both customers and coworkers.

Success Looks Like

The Project & Billing Coordinator keeps projects organized, schedules coordinated, billing updates accurate, and operational follow-through items moving forward.

Success is reflected in fewer missed details, smoother project execution, accurate recurring service updates, improved communication between teams, and better visibility into project-related operational activities.

Customers receive a more consistent experience, projects move efficiently, and operational changes are completed accurately throughout the customer lifecycle.

Total Compensation:

Copeland offers a competitive salary and benefits package including:

• 401k Plan after 6 months


• Health insurance with an employer contribution to premium day one


• Employer funded Health Reimbursement Account (HRA)


• PTO


• Voluntary Dental, Vision, AFLAC options, and a Flexible Spending Account with Medical and Dependent Care options