Administrative & Compliance Coordinator, Philadelphia, PA

Position Summary

The Administrative & Compliance Coordinator manages all compliance, documentation, and administrative functions associated with City Council policy and program development engagements. This role ensures full adherence to the City’s Professional Services Small Order Purchase (PSSOP) Terms & Conditions, including documentation accuracy, disclosures, and record-retention obligations of at least 5 years following final payment.

Project Duration

This role will be for a 12-month project period.

Expected Monthly Hours

• Month 1: ~9 hours
• Months 2–5: ~5 hours per month
• Month 6: ~6 hours
• Months 7–8: ~5 hours per month
• Month 9: ~6 hours
• Month 10–11: ~5 hours per month
• Month 12: ~8 hours

Total Annual Commitment

Total Annual Commitment: ~69 hours.

Essential Duties and Responsibilities

• Task A — PSSOP Documentation, Recordkeeping & Archiving (Continuous)
• Maintain all contract-related documentation in compliance with PSSOP requirements, including audit-ready records retained for ≥ 5 years.
• Organize documentation folders, naming conventions, and version control to support inspection or audit requests.
• Maintain records relating to nondiscrimination, LEP access, gift restrictions, and other contracting elements.
• Task B — eContract Philly Management & Submission Support (Ongoing)
• Complete required uploads, forms, and documentation within eContract Philly, including submission checklists and attachments.
• Ensure accurate entry of firm information, financial documentation, disclosures, and submission components.
• Track deadlines and coordinate with the Engagement Manager to ensure all required documents are submitted on time.
• Task C — Invoicing Preparation, Submission & Tracking (Recurring)
• Prepare monthly invoices consistent with PSSOP requirements, ensuring required details and supporting documentation are included.
• Track invoice status, confirm receipt, and maintain documentation for audit or reconciliation purposes.
• Cookordination with team members to ensure accurate time, cost, or deliverable tracking.
• Task D — Transparency in Business Disclosures & Compliance Filings (Milestone-Driven)
• Prepare and maintain required Transparency in Business Disclosures when contract value meets required thresholds.
• Maintain documentation supporting compliance with disclosure, minimum wage, and ethics requirements.
• Monitor disclosure schedules and coordinate timely filing.
• Task E — Administrative Coordination, Documentation Quality & Internal Controls (Continuous)
• Support the Engagement Manager in maintaining trackers, calendars, and procedural documentation.
• Ensure cross-team administrative alignment, including file hygiene, document structure, and comment tracking.
• Assist in assembling deliverables and documentation packets for Council as needed.
• Task F — Support for City Clarifications, Investigations & Reservation-of-Rights Processes (As Requested)
• Prepare documentation and materials requested during City clarifications, investigations, or interviews.
• Ensure all requested records are accessible, well-organized, and compliant with contracting requirements.
• Cookordination with the Engagement Manager to maintain consistency in responses and documentation.

Quality Assurance, Documentation & Compliance

Maintain orderly, audit-ready administrative records including correspondence logs, invoice packages, disclosure documents, and retention archives. Ensure compliance with PSSOP requirements related to nondiscrimination, LEP access, ethics rules, and documentation management.

Required Qualifications

• Experience in administrative coordination, compliance documentation, contract support, or public-sector administrative roles.
• Demonstrated ability to manage documentation in alignment with government contracting requirements.
• Strong organizational skills including document management, version control, and procedural discipline.
• Familiarity with eContract Philly or similar procurement platforms.
• Ability to track deadlines, manage calendars, and maintain accurate administrative workflows.
• Strong communication skills and attention to detail.

Preferred Qualifications

• Experience supporting municipal or legislative bodies.
• Understanding of Philadelphia contracting, disclosure, and administrative requirements.
• Experience supporting compliance with nondiscrimination, LEP, gift restrictions, and record-retention rules.
• Background in government documentation, auditing, or administrative oversight processes.

Key Competencies

• Documentation Discipline & Record Retention
• Administrative Workflow Management
• Compliance Tracking & Reporting
• eContract Philly Proficiency
• Invoice Processing & Financial Documentation
• Attention to Detail & Quality Assurance
• Multi-Tasking & Organizational Skills
• Stakeholder Coordination & Responsiveness

U.S. Citizenship Requirement

This position is restricted to U.S. citizens only in accordance with federal contract requirements. Applicants must provide proof of U.S. citizenship (such as a U.S. passport, birth certificate, or Certificate of Naturalization) prior to employment. Non-citizens, including lawful permanent residents (Green Card holders), are not eligible for this role.

Equal Employment Opportunity

BVA Bears IT Solutions is committed to providing equal employment opportunities. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, genetic information, military/veteran status, or any other characteristic protected by law.