Job Title: Project Finance Coordinator
Job Description
The Project Finance Coordinator provides comprehensive accounting and billing support to project managers from project start-up through project closeout. This role focuses on preparing accurate monthly billing packets, maintaining project financial data in the ERP system, and ensuring full compliance with insurance, bonding, and notice requirements for a key customer with multiple sites. The coordinator serves as a critical partner to project managers and the broader project finance team, resolving billing disputes, supporting continuous improvement initiatives, and modeling the company's mission, vision, and core values in daily interactions.
Responsibilities
Provide end-to-end accounting and finance support to project managers from project initiation through project close, ensuring all financial activities are accurately recorded and aligned with project requirements.
Prepare accurate and complete monthly billing packets, including all required supporting documentation based on customer requirements, contract terms and conditions, and specific provisions.
Submit billing packets to customers by specified due dates, upload documentation into customer portals as needed, and post all billing activity to the ERP system in a timely manner.
Maintain and update the ERP system with current project budgets, contracts, billing details, and other project-related financial information as directed by project managers.
Manage project compliance items, including Project Insurance Certificates, enrollment in appropriate Wrap-Up Insurance Programs when applicable, bonds, Project Preliminary Notices, and UCC filings.
Assist in identifying, investigating, and resolving customer billing disputes and compliance issues, working collaboratively with project managers and customers to reach timely resolutions.
Partner closely with project managers and the project finance team to ensure accurate, timely, and transparent financial reporting for a dedicated customer with multiple sites.
Cultivate strong, cooperative working relationships with internal teams and external customers that reflect and support the company's core values and consistently meet or exceed customer expectations.
Make decisions in an attentive and safe manner, prioritizing the safety and health of self and others in all work activities and interactions, including when working at or supporting refinery-related projects.
Utilize LEAN concepts and other continuous improvement methodologies to streamline operations, improve financial processes, and enhance overall efficiency and accuracy.
Promote and model the company mission and vision in daily work, demonstrating an ownership mindset, professionalism, and a commitment to high-quality service.
Maintain meticulous attention to detail in all billing, accounts receivable, and project finance activities, particularly for a high-importance customer with unique processes.
Communicate professionally and clearly with customers, project managers, and team members, providing timely updates, reports, and responses to inquiries.
Use Excel extensively to track, analyze, and upload financial data, including building and maintaining formulas and functions required for manual customer reporting.
Support the broader project finance team as needed, contributing to a collaborative, high-performing environment across local and remote team members.
Essential Skills
At least 3 years of experience in billing, accounts receivable, or project finance, supporting project-based work.
Demonstrated experience preparing and processing billing and invoicing, including assembling complete billing packets with supporting documentation.
Hands-on experience with accounts receivable processes, including posting, tracking, and reconciling customer payments.
Proficiency working within an ERP system to maintain budgets, contracts, billing data, and project financial information.
Strong Excel skills, including active use of formulas and functions for data tracking, analysis, and manual uploads; ability to work comfortably and efficiently in Excel on a daily basis.
Proven ability to partner effectively with project managers and accounting teams to ensure accurate and timely financial reporting.
High level of attention to detail and accuracy in all financial and compliance-related activities.
Ownership mindset, demonstrating accountability, reliability, and prompt follow-through on tasks and deadlines.
Professional communication skills, both written and verbal, with the ability to interact confidently with internal and external stakeholders.
Ability to manage compliance-related tasks such as insurance certificates, bonds, notices, and filings in a structured and organized manner.
Additional Skills & Qualifications
Experience supporting a single key customer or dedicated account, particularly in environments with unique or highly detailed processes.
Background in project finance within construction, industrial, or energy-related projects, including familiarity with refinery or similar industrial sites.
Exposure to LEAN concepts or other continuous improvement methodologies, with an interest in optimizing processes and workflows.
Comfort working with manual reporting and documentation requirements, adapting to customer-specific systems and expectations.
Strong interpersonal skills with the ability to build positive, collaborative relationships within a large, geographically dispersed project finance team.
Demonstrated ability to thrive in a role that requires high ownership, responsiveness, and consistent, professional communication.
Detail-oriented approach with the ability to "live in the details" of data, contracts, and compliance documentation while maintaining a clear view of overall project objectives.
Work Environment
This position is based in Minnesota and is primarily office and remote-work focused. The coordinator will be in the office during an initial training period and on days when the customer visits onsite to review reports and financial documentation. Outside of those times, the role is largely work-from-home, offering flexibility in daily work location. The coordinator is part of a large Project Finance team with members located locally in Minnesota and across the country in different business units. The team is known for being highly skilled, collaborative, and enjoyable to work with, fostering a supportive and engaging culture. The role supports a single, high-importance customer with two sites, including a major refinery in the Twin Cities, requiring strong professionalism, attention to detail, and ownership. Work relies heavily on technology, particularly ERP systems and Excel, with frequent use of formulas, functions, and manual uploads to track and report financial data. The environment emphasizes safety, continuous improvement, and alignment with the company's mission and vision, while offering opportunities to master critical processes and contribute meaningfully to a key customer relationship.
Job Type & Location
This is a Contract to Hire position based out of Minneapolis, MN.
Pay and Benefits
The pay range for this position is $25.00 - $30.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a hybrid position in Minneapolis,MN.
Application Deadline
This position is anticipated to close on Aug 13, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
