Project & Billing Operations Coordinator

About Offshore Launch:

Offshore Launch is a staffing agency that specializes in helping small business owners scale their operations with the top 1% of global remote talent. We are a people-centered agency with a passion for leaving every person and business in a better position than we found them.

Why Join Offshore Launch?

• Impact the growth and success of small and medium-sized businesses.
• Work in a people-first, remote environment that values growth and ongoing development.

Access comprehensive benefits that include HMO, PTO, professional development, and an overall emphasis on teamwork and collaboration.

• Contribute to a culture that values partnership, service, and excellence.

 

Your Role:

As an employee of Offshore Launch, you are being hired for a unique role within a target Client’s company. We value long-term partnerships, and seek to recruit talent that will serve an individual Client’s business for multiple years.

You will work full-time with the Client company. However, the Agency provides ongoing support to ensure your continued success. As such, we create space for ongoing check-ins, feedback and development through:

• Membership in the Offshore Launch Slack workspace
• Bi-weekly All Team meetings
• Monthly reviews

Your job is to help the Client succeed.

Our job is to help you succeed.

 

About the Client:

Founded in 2015, this San Antonio-based firm specializes in mechanical and structural engineering services. With a remote-based model, it recruits top talent across five states, ensuring flexibility and exceptional service for clients. Thriving on challenges, the team delivers tailored solutions with open communication and a client-first approach. The goal is to build lasting relationships by providing optimized, high-quality results.

This role is ideal for someone who thrives on bringing structure to chaos, takes initiative without needing hand-holding, and is eager to own critical workflows that keep projects and cash flow running smoothly.

 

Responsibilities:

● Manage client invoicing processes, including draft generation, internal approvals, and submission based on fixed fee, time and materials, and hybrid billing agreements.

● Own job setup for key clients (e.g. Foundation Pros), including file organization, BQE Core project entry, Smartsheet updates, and permit tracking.

● Run and review time entry reports twice monthly to ensure accuracy and completeness; flag anomalies, route for internal approvals, and finalize entries for invoicing.

● Document and improve time tracking and invoicing SOPs by turning recorded walkthroughs and manager feedback into clear, repeatable processes.

● Enter and reconcile contractor bills in accounting and time-tracking systems (QuickBooks & BQE Core) to improve project profitability reporting.

● Maintain and update contract and project tracking tools, including amendments, status changes, and resource allocations.

● Track and manage continuing education and license renewals for engineers across multiple states, including certificate collection and renewal forecasting.

● Generate and distribute biweekly utilization reports to inform team members of billable performance.

● Attend internal meetings to capture decisions and follow-up tasks, and maintain organized meeting records when requested.

● Answer incoming calls via Microsoft Teams when available (typical volume is 2–4 calls per day).

● Provide ongoing recommendations to improve efficiency and accuracy in operational workflows.

 

Requirements: 

● Exceptional attention to detail and strong organizational skills (non-negotiable for success in this role).
● 5+ years of experience in operations, finance, project coordination, or a related administrative role.
● Strong understanding of billing methods, including hourly, fixed fee, and time & materials.
● Proficiency with QuickBooks and BQE Core (or similar project tracking/accounting software).
● Demonstrated ability to manage multiple stakeholders, contracts, and billing structures.
● Comfortable creating and maintaining SOPs and documentation from minimal direction.
● Strong written and verbal communication skills across remote tools and formats.
● Self-directed, resourceful, and capable of learning new tools and systems independently.
● Experience with Smartsheets, Microsoft Teams, and cloud-based file management preferred.
● Accounting or operations background is a plus, but not required if operational aptitude is demonstrated.

 

 

Compensation & Benefits (to be provided by Offshore Launch):

• $1,000 to $1,500 depending on experience
• $500 bonus at 90-day mark
• 13th month pay
• Performance-based bonuses
• Comprehensive HMO policy, including dependents.
• Annual continuing education budget to support professional development

 

Note:

The Client is not involved in compensation or benefits. As an employee of Offshore Launch, all compensation and benefits are to be provided by the Agency.

Please note that we anticipate a response from candidates within 24 hours of our outreach. If we do not receive a reply within this timeframe, we will assume that you are no longer interested in pursuing this opportunity.