Administrative Assistant

Pace Properties | Avison Young; St. Louis (MO); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading real estate firm in St. Louis is seeking a Client Services Coordinator to support a team of Project Managers. This full-time role involves managing administrative tasks, coordinating proposals, and tracking billing processes. Candidates should possess 2+ years in administrative positions, excellent organizational skills, and proficiency in Microsoft Office. The work environment is dynamic, supporting multiple projects simultaneously.

Qualifications

• 2+ years of experience in an administrative or project coordination role.
• Strong understanding of billing processes and financial tracking.
• Ability to handle confidential financial information with discretion.

Responsibilities

• Provide daily administrative support to Project Managers.
• Coordinate submission of RFP and RFQ responses.
• Maintain organized project files including contracts and reports.

Skills

Organizational skills

Analytical skills

Time-management skills

Communication skills

Education

Associate degree or higher preferred

Tools

Microsoft Office Suite

QuickBooks

Deltek

Smartsheet

Asana

MS Project

Job description

Senior Vice President - Finance and Operations

Position Overview

We are seeking a highly organized and detail-oriented Client Services Coordinator to provide vital administrative and clerical support to a team of four Project Managers. This role plays a key part in facilitating day-to-day project operations, including coordination of proposals (RFPs/RFQs), scheduling, documentation, invoicing and financial tracking. The ideal candidate will bring strong communication, analytical, and time-management skills, along with a proactive approach to supporting multiple projects simultaneously.

Key Responsibilities

• Provide daily administrative support to four Project Managers, including document preparation, internal communication, and follow-ups.
• Coordinate and assist in the preparation and timely submission of RFP and RFQ responses.
• Schedule and manage meetings, including preparing agendas, recording accurate meeting minutes, and distributing follow-up actions.
• Maintain organized project files (digital and hard copy) including contracts, reports, and client communications.
• Support project billing processes by compiling time and expense data, generating invoices, and tracking billing cycles.
• Monitor and track project budgets, billing status, and revenue forecasts in coordination with Project Managers and accounting.
• Assist in monthly revenue reporting and help identify discrepancies or areas requiring follow-up.
• Update and maintain project tracking systems and dashboards with financial and milestone data.
• Prepare, proofread, and edit internal and client-facing documents for accuracy and clarity.
• Provide support for ad hoc administrative and project-related tasks as needed.

Qualifications

• 2+ years of experience in an administrative, project coordination, or billing support role; experience in a project-driven environment is highly preferred.
• Strong understanding of billing processes, financial tracking, and revenue reporting.
• Excellent organizational and multitasking abilities with high attention to detail.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite Word, Excel, Outlook, and PowerPoint; experience with accounting or project management software such as QuickBooks, Deltek, Smartsheet, Asana, or MS Project is a plus.
• Ability to work independently while supporting a collaborative team.
• Associate degree or higher preferred, or equivalent work experience.
• Ability to handle confidential financial information with discretion.

Preferred Skills

• Experience supporting billing and forecasting activities in a project-based or professional services firm such as architecture, engineering, or consulting.
• Familiarity with contract terms and financial tracking tools.

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative, Project Management, and General Business

Industries

• Construction, Building Construction, and Real Estate