DAYSHIFT, REMOTE PHILIPPINES - Project Finance Coordinator

This is a remote position. PERMANENT DAYSHIFT, REMOTE/WFH - PHILIPPINES **Project Financial Coordinator **Reporting Line / Working Relationship The Project Financial Coordinator will work closely with the Director/Management and is expected to support decision-making by keeping project financial information current, organised, and visible. Final financial decisions remain with management, but the role is expected to take ownership of the process and day -to-day coordination. VA rate: 8-9$ AUD per hour, 30 hours **Role Purpose The Project Financial Coordinator is responsible for keeping the financial and administrative side of each project organised, accurate, and up to date from job setup through to final payment and close out. This role supports cash flow, project visibility, and financial control by managing invoices, claims, bill coding, job cost allocation, payment follow -up, retention tracking, and financial admin across multiple jobs. The role must work closely with management to ensure project records are current, issues are identified early, and money is not left uncollected. **Key Objectives of the Role

• 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

**Core Responsibilities

• Job Setup and Project Administration
• 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
• Bill and Expense Processing
• 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
• Accounts Payable Support
• 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

• Progress Claims and Accounts Receivable Support
• 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
• Retention Tracking
• 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
• Variation and Cost Tracking
• 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
• Project Cost Allocation and Reporting
• 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

• System Management and Data Accuracy
• 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
• Communication and Coordination
• 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

• Cash Flow and Financial Control Support
• 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

**Daily Tasks

• 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

**Weekly Tasks

• 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

**Monthly Tasks

• 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

**RequirementsRequired Skills and Experience

• 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

Preferred Software Experience

• Xero
• Tradify
• WhatsApp
• Microsoft Excel
• Outlook
• Job cost tracking spreadsheets
• General document management and cloud filing systems

**Position Requirements

• 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

**What Success Looks Like in the Role

• Bills are entered quickly and coded correctly
• Jobs are set up properly and remain financially organised
• Claims go out on time
• Overdue payments are followed up consistently
• Retentions are tracked and claimed
• Management always knows where projects stand financially
• Fewer missed costs, missed claims, and late follow -ups
• Better cash flow control
• Less financial admin bottleneck around management

**