Project Coordinator

Project Coordinator

Requirements

• Associate degree or equivalent college education from an accredited institution with major course work in accounting, business administration, or a closely related field, or
• Two (2) years of accounting, project accounting, general administration or project management in a fast paced, large volume professional and customer service environment.
• Advanced proficiency in MS Office Suite (particularly Excel) and Google Suite.
• Experience with project management software (e.g., Smartsheet, Jira, MS Project).
• Excellent verbal and written communication skills, with the ability to interact effectively with clients, team members, and vendors.
• Strong analytical and problem-solving skills, particularly in financial reconciliation and reporting.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Demonstrated ability to manage multiple projects simultaneously while maintaining attention to detail.
• Proactive and results-oriented approach to work, with a focus on continuous improvement.
• Strong financial acumen, including experience with invoicing, expense tracking, and revenue recognition.
• Ability to work independently and collaboratively in a team environment.
• Excellent coordination skills, including project planning, scheduling, and resource management.
• Proficiency in data analysis and the ability to present information clearly and concisely.
• Adaptability and willingness to learn new systems and processes.
• Discretion in handling confidential financial and project information.
• Basic understanding of contract terms and compliance requirements.

Responsibilities

• Set up new projects and manage project data, including client and vendor information.
• Track project deliverables and maintain project folders.
• Process and follow up on project administration requests (e.g., certificates of insurance, bonds, master service agreements).
• Assist in project scheduling under Project Manager’s guidance.
• Prepare project proposals in concert with the Project Manager, Account Manager, or Business Development Manager, as needed.
• Verify that project proposals and projections support the business case.
• Collaborate with Finance team to help draft monthly invoices, adhering to contract-specific instructions.
• Manage accounts receivable, in concert with Finance team and Project Manager, ensuring timely processing of invoices.
• Oversee expense accruals, as needed, to maintain project profitability.
• Research and resolve unbilled issues to optimize billing.
• Produce and manage subcontractor progress billing and retention schedules.
• Continually track project performance against project scope and schedule.
• Enter and review schedule for field staff, as needed.
• Code team timesheets and expense reports for assigned projects, as needed.
• Issue purchase orders and approve invoices in cooperation with the finance team.
• Order, track, and monitor supplies for new projects as well as inventory.
• Administrate subcontractors and vendors.
• Prepare and submit applications for permits, financial incentives, utility rebates, etc. in support of the project, as applicable.
• Work closely with the Finance, Procurement, Data Scientists, Analysts, Engineers, and other project staff.
• Provide ad hoc administrative and project support for all staff.
• Maintain and update project data in relevant systems (e.g., Smartsheet, Google Drive, etc.).
• Assist in accounts receivable and payable activities for assigned projects.

Preferred Qualifications

No preferred qualifications provided.