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DAYSHIFT, REMOTE PHILIPPINES - Project Finance Coordinator
Scale-X SolutionsUKRemotefull_timeVerifiedPosted 7 Apr 2026
💰 A$18,000/yr(A$16,000/yr – A$18,000/yr)
About the role
This is a remote position.
PERMANENT DAYSHIFT, REMOTE/WFH - PHILIPPINES Project Financial Coordinator Reporting Line / Working Relationship The Project Financial Coordinator will work closely with the Director/Management and is expected to support decision-making by keeping project financial information current, organised, and visible. Final financial decisions remain with management, but the role is expected to take ownership of the process and day -to-day coordination. VA rate: 8-9$ 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 1. 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 2. 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 3. 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 4. 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 5. 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 6. 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 7. 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 8Apply for this role
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