A/E Operations Coordinator (on-site)

Architectural and Engineering Operations Coordinator

JOB PURPOSE

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.

ESSENTIAL JOB RESPONSIBILITIES

Contract Administration:
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.

Contract and Project Invoicing:
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.

General AE Administrative Support:
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.

Proposal Support:
Prepare and format written and graphic material. Assist with A/E proposal production.

ESSENTIAL QUALIFICATIONS

EDUCATION:
Bachelor's degree in business, communications, or marketing preferred.

EXPERIENCE:

• 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.

LICENSES:
Certified Associate in Project Management (CAPM) preferred.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

• 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.

PHYSICAL REQUIREMENTS:

• 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