A/E Operations Coordinator

HFS Company; San Antonio (TX); On-site; USD 60,000 - 80,000; Full time

Job summary

A growing engineering firm in San Antonio seeks an Architectural and Engineering Operations Coordinator to manage contracts and invoicing, coordinate with project managers and subcontractors, and provide comprehensive administrative support. The ideal candidate has a Bachelor's degree, 5+ years of experience in contract management, and proficiency in Excel. This role involves working in a collaborative office environment with opportunities for development and engagement within the company.

Qualifications

• 5+ years administrative contract and project support experience.
• 3+ years of detailed invoicing/billing experience.
• Government contracting and FAR experience preferred.
• Certified Associate in Project Management (CAPM) desirable.

Responsibilities

• Manage and track all Architectural and Engineering contract data.
• Produce monthly invoices to clients and process payments.
• Support A/E Project Managers and coordinate with subcontractors.
• Prepare and format proposals for A/E projects.

Skills

Excellent verbal and written communication skills

Strong organization and planning skills

Analytical thinking

Proficient with Excel

Experience with Microsoft 365 and SharePoint

Education

Bachelor's degree in business, communications, or marketing

Tools

Excel

Word

Adobe Acrobat

Salesforce

Job description

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.