[Remote] DAYSHIFT, REMOTE PHILIPPINES - Project Finance Coordinator

Note: The job is a remote job and is open to candidates in USA. GetMyCourse is a company in the Architecture & Construction industry, seeking a Project Financial Coordinator. The role involves managing the financial and administrative aspects of projects, ensuring accurate financial records, processing invoices, and supporting cash flow and financial control.

Responsibilities

• Maintain accurate financial records across all projects
• Ensure bills, invoices, and claims are processed correctly and on time
• Track project costs against the correct job
• Support strong cash flow by following up outstanding payments
• Monitor retentions, variations, and project financial status
• Reduce missed items, delays, and financial admin backlog
• Give management clear and timely visibility over where each job stands financially
• Create new jobs in the required systems once approved
• Set up project records with correct client, site, quote, budget, and job details
• Ensure job numbers, project names, and customer details are entered consistently
• Link relevant financial documents to the correct project
• Keep project folders, records, and systems updated throughout the life of the job
• Review incoming supplier bills and receipts
• Allocate each bill/expense to the correct job, cost code, and account
• Check supplier invoices for completeness, pricing issues, duplicate charges, and supporting documentation
• Confirm bills are entered promptly so project costs remain current
• Flag unusual or unclear charges before processing
• Coordinate with management where allocation is unclear
• Prepare bills for approval
• Monitor due dates for supplier payments
• Help maintain payment schedules and upcoming liabilities
• Keep supplier records organised
• Follow up missing invoices, statements, or supporting documents where needed
• Assist in making sure suppliers are paid in line with approved terms and available cash flow priorities
• Prepare and issue claims/invoices in line with project requirements and due dates
• Track submitted claims, invoice dates, due dates, and payment status
• Follow up overdue payments professionally and consistently
• Maintain an aged receivables view and escalate overdue accounts promptly
• Record payment commitments made by clients/builders
• Keep notes of all follow-up communication and outcomes
• Record retention amounts withheld on each project
• Maintain a retention register showing amounts held, release dates, and claim status
• Monitor when retention becomes claimable
• Remind management when retention claims should be submitted
• Follow up release of retention amounts with clients/builders
• Record approved and pending variations
• Ensure variations are linked to the correct job and reflected in project records
• Track whether variations have been priced, submitted, approved, invoiced, and paid
• Assist in identifying project items that may not have yet been claimed
• Help compare job revenue against known project costs and commitments
• Keep financial data allocated correctly across all active jobs
• Assist with maintaining clear job cost records
• Generate job-level financial summaries where required
• Help identify cost overruns, missing allocations, or unusual spending patterns
• Support management with visibility on committed costs, invoiced amounts, payments received, and remaining exposures
• Maintain accurate records in systems such as Xero, Tradify, spreadsheets, and project trackers
• Ensure data entered into one system matches the others where required
• Avoid duplicate entries, wrong job coding, or incomplete records
• Keep digital files, naming conventions, and document storage organised
• Improve consistency in how project financial information is recorded
• Liaise with suppliers, clients, builders, and internal staff regarding invoices, claims, payment status, and project financial matters
• Escalate issues early where payment delays, missing approvals, or financial risks arise
• Work closely with management while still taking ownership of the day-to-day function
• Ask questions when unclear, but also show initiative in solving routine issues independently
• Help management understand what money is due in, what is due out, and what needs attention
• Maintain visibility over outstanding claims, unpaid invoices, retentions, and upcoming commitments
• Assist in creating a more controlled and proactive financial workflow
• Support better forecasting by keeping project financial data current and reliable
• Review incoming emails for bills, claims, statements, remittances, and project finance issues
• Enter and allocate supplier invoices and receipts
• Follow up missing information needed to process bills or claims
• Update payment trackers, overdue lists, and project notes
• Review what invoices are outstanding and what follow-up is needed
• Keep job records up to date
• Raise any urgent issues requiring management input
• Review overdue accounts and prepare follow-up actions
• Update retention register
• Review unallocated or unclear expenses
• Check that all current project costs have been entered
• Review projects for uninvoiced variations or missing claims
• Prepare a weekly financial status summary for management
• Check supplier due dates and expected incoming payments
• Assist with month-end project cost accuracy
• Review aged receivables and aged payables
• Reconcile project financial records where needed
• Review retention schedule and upcoming release dates
• Help identify jobs with margin pressure, slow payment, or missing cost allocation
• Ensure all project-related financial admin is current before month-end reporting

Skills

• Strong experience in accounts, project administration, bookkeeping, or finance coordination
• Strong written and spoken English
• High attention to detail
• Good organisational ability across multiple jobs at once
• Ability to follow systems while also improving them
• Comfortable working with deadlines and follow-up
• Able to identify issues rather than just process paperwork
• Professional communication with clients, suppliers, and internal staff
• Able to maintain confidentiality and handle sensitive financial information properly
• Strong English communication is essential
• Must be highly organised and process-driven
• Must be proactive, not passive
• Must be confident following up payments and unresolved items
• Must be able to keep records accurate without constant supervision
• Must be comfortable asking questions when needed
• Must be trustworthy with financial information
• Must be able to take ownership of the function and keep things moving
• Xero
• Tradify
• WhatsApp
• Microsoft Excel
• Outlook
• Job cost tracking spreadsheets
• General document management and cloud filing systems

Company Overview