Office Manager & Project Coordinator - UMIAQ Environmental

Overview:

UMIAQ Environmental is seeking an Office Manager & Project Coordinator to join our team in Anchorage. In this role, you will be responsible for supporting daily office operations while coordinating administrative, financial, and project-related activities across a diverse portfolio of environmental projects throughout Alaska. You will work closely with project managers, technical staff, clients, vendors, and leadership to ensure efficient business operations and successful project execution.

 

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This position requires strong communication, coordination, and problem-solving skills, as well as the ability to maintain accuracy across project documentation, contracts, financial records, and office administration functions. The successful candidate will be proactive, adaptable, and committed to providing exceptional support to both internal teams and external stakeholders.

Responsibilities:

Essential functions will include:

• Manage daily office operations, administrative processes, and office organization to ensure efficient business operations.
• Coordinate project administration activities, including project setup, document management, meeting coordination, and tracking project deliverables.
• Support project managers with scheduling, contract administration, subcontractor documentation, and project reporting requirements.
• Assist with preparation, review, and processing of invoices, purchase orders, subcontract agreements, and expense reports.
• Support accounting functions including accounts payable, accounts receivable, billing, timesheet review, and data entry into accounting systems.
• Monitor project budgets, contract values, and financial tracking reports to support project and company financial performance.
• Coordinate travel arrangements, logistics, and procurement activities for staff and project teams.
• Prepare correspondence, reports, presentations, and other business documents with a high level of accuracy and professionalism.
• Track deadlines and ensure timely completion of administrative, contractual, and financial obligations.
• Assist with payroll administration and employee onboarding documentation as assigned.
• Maintain confidential employee, financial, and business records with discretion and professionalism.
• Support company compliance efforts, including insurance certificates, licenses, permits, vendor management, and subcontractor documentation.

• Identify opportunities to improve administrative, project management, and accounting processes and implement efficiencies where appropriate.

• Perform other duties and special projects assigned to support business operations and organizational objectives.

• Ability to work independently with minimal supervision while also collaborating effectively as part of a team.

• Strong customer service orientation and commitment to supporting internal and external stakeholders.

• Ability to adapt to changing priorities and work effectively in a fast-paced environment.

Qualifications:

Minimum Qualifications:

• Bachelor’s degree in Business Administration, Accounting, Project Management, Finance, or a related field preferred; equivalent combination of education and experience may be considered.
• Minimum of 3 years of experience in office administration, project coordination, accounting support, or a related role.
• Working knowledge of general accounting principles, accounts payable, accounts receivable, invoicing, and financial recordkeeping.
• Understanding project management and project administration practices, including contract documentation, budget tracking, and schedule coordination.
• Proficiency with Microsoft Office Suite, including advanced skills in Excel, Word, Outlook, and Teams.
• Experience working with accounting, and Smartsheet project management software preferred.
• Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills with the ability to interact professionally with clients, vendors, staff, and management.
• Strong attention to detail and commitment to accuracy in financial, contractual, and administrative documentation.
• Ability to maintain confidential and sensitive information with professionalism and discretion.
• Experience supporting professional services, consulting, engineering, environmental, construction, or similar project-based organizations preferred.

Physical and Mental Demands:

• Regularly required to sit for extended periods.

• Frequent use of hands to finger, handle, or feel objects, tools, or controls.

• Must be able to communicate clearly through speech and hearing.

• Occasionally required to stand, walk, and reach with hands and arms.

• Must be able to lift and/or move up to 20 lbs.

Working Conditions:

• Work is typically performed in a professional office environment.

• Extended periods of computer use and screen time.

• May be required to work beyond normal business hours during peak periods.

• Must maintain confidentiality and professionalism when handling sensitive financial and corporate information.