[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 - We are Get My Course, we help students and professionals reach their full career potential by assisting them in getting nationally recognised certifications to boost their career paths. It was founded in undefined, and is headquartered in Loganholme, Queensland, AUS, with a workforce of 51-200 employees. Its website is https://getmycourse.com.au.