A/E Operations Coordinator (on-site)

About the role

Manage and track all Architectural and Engineering (A/E) contract data and deliverables, produce monthly and periodic invoices to clients and process payments due our subcontractors. Coordinate with A/E Director. Support and interact with A/E Project Managers, subcontractors, and clients.

Responsibilities

• Provide pre-award and post-award administrative support.
• Prepare all subcontracting agreements on new contracts and task orders.
• Manage contract files and databases.
• Track contract compliance.
• Track and monitor project timelines.
• Monitor project budgets technical invoice summaries for A/E billing.
• Develop invoice summaries for A/E billing.
• Produce invoices.
• Process subcontractor billing.
• Process expense reports for billing.
• Maintain company A/E calendar and contacts.
• Set up meetings and take minutes.
• Compile and track various internal schedules, assignments, data, etc.
• Coordinate and book travel arrangements and process expense reports for A/E staff.
• Prepare and format written and graphic material.
• Assist with A/E proposal production.

Requirements

• Bachelor's degree in business, communications, or marketing preferred.
• 5+ years administrative contract and project support.
• 3+ years detailed invoicing/billing experience with heavy Excel usage.
• Government contracting and FAR experience highly preferred.
• AEC environment preferred.
• Certified Associate in Project Management (CAPM) preferred.
• Constant – Ability to communicate with staff and others over the telephone and in person.
• Constant – Ability to input data into computer, make calculations, complete paperwork, produce reports.
• Constant – Ability to read, review, comprehend and mark/edit documents.
• Occasional – Ability to lift, stack, load and move up to 10 pounds from varied heights.
• Working Conditions: Indoors: 100% – Office environment; normal noise conditions.

Skills

• Excellent verbal and written communication, grammar and proofreading skills.
• Strong organization, planning and time management habits.
• Access and protect confidential information.
• Ability to think analytically and to anticipate impact of actions and decisions.
• Good math skills and ability to analyze numerical data.
• Ability to interact in a professional manner with all levels of individuals.
• Proficient with Excel, Word, and Adobe Acrobat with advanced formatting experience.
• PowerPoint preferred.
• Knowledgeable of Internet usage.
• Experience with Microsoft 365, SharePoint and Salesforce highly desired.