A/E Operations Coordinator
About The Position
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.
Requirements
- 5+ years administrative contract and project support
- 3+ years detailed invoicing/billing experience with heavy Excel usage
- 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
- Knowledgeable of Internet usage
- Experience with Microsoft 365, SharePoint and Salesforce highly desired
Nice To Haves
- Government contracting and FAR experience highly preferred
- AEC environment preferred
- Certified Associate in Project Management (CAPM) preferred
- PowerPoint preferred
Responsibilities
- 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
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
