Operations Coordinator

EVStudio; Denver (CO); Hybrid; USD 70,000 - 80,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

401k match

PTO 15+ days

Hybrid work

Ski day and company events

Job summary

EVstudio is seeking a Studio Operations Coordinator to provide cross-studio operational, financial, and administrative support. You will manage project setup, invoicing, collections, scheduling, reporting, CRM administration, and studio coordination to keep financial health strong.

The role involves coordinating across Denver and Colorado Springs offices, developing project schedules, and supporting business development.

Qualifications

• 3+ years of experience in project coordination, operations, accounting, or related roles.
• Ability to split time between Denver and Colorado Springs offices (Wed/Fri CO Springs) with company vehicle for travel.
• Strong organizational and time management skills.
• Experience managing multiple priorities and deadlines.
• Proficiency in Microsoft Office Suite, including Excel.
• Excellent written and verbal communication skills.
• Attention to detail and follow-through.
• Ability to interact professionally with clients, consultants, and internal teams.
• Experience with Deltek Vantagepoint or other Deltek ERP systems.
• Experience with Smartsheet and CRM systems.

Responsibilities

• Prepare and distribute project financial reports using Deltek Vantagepoint.
• Meet with Project Managers to review performance and prepare invoices.
• Generate and process client invoices for Housing studios.
• Monitor accounts receivable and lead collection efforts.
• Communicate billing inquiries, payment status, and overdue balances.
• Track project budgets, fee utilization, and financial performance.
• Assist with financial forecasting and staffing planning.
• Create and maintain projects in Deltek Vantagepoint; develop WBS and schedules in Smartsheet.
• Maintain project records, contracts, and documents; manage DocuSign workflow.
• Coordinate staff resource scheduling across Architecture Studios.
• Assist with CRM compliance and data entry; support proposals.
• Draft weekly status reports and generate operational metrics.
• Maintain licensing tracking and regulatory compliance.

Skills

Project coordination

Operations

Accounting

Project administration

Communication

Excel

Time management

Client interaction

Attention to detail

Multitasking

Tools

Deltek Vantagepoint

Smartsheet

DocuSign

CRM systems

Job description

Are you ready for new challenges and new opportunities?

Join our team!

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Join the Team at EVstudio – Driven by Design, Defined by Collaboration.

The Studio Operations Coordinator serves as a shared resource across multiple Architecture Studios, providing operational, financial, and administrative support to Project Managers and Studio Leaders. This role is responsible for managing project setup, invoicing, collections, resource planning, reporting, CRM administration, developing project schedules, and studio coordination activities. The position plays a critical role in maintaining project financial health, supporting business development efforts, and ensuring operational efficiency across the studios.

What You’ll Do

• Prepare and distribute project financial reports using Deltek Vantagepoint.
• Meet regularly with Project Managers to review project performance and prepare monthly invoices.
• Generate and process client invoices for all Housing studios.
• Monitor accounts receivable and lead collection efforts on outstanding invoices for all Housing studios.
• Communicate directly with clients regarding billing inquiries, payment status, and overdue balances.
• Track project budgets, fee utilization, and project financial performance.
• Assist Studio Leaders with financial forecasting and project workload planning.

Project Administration

• Create and maintain new projects within Deltek Vantagepoint.
• Develop and manage project work breakdown structures (WBS) and project schedules within Smartsheet and project management systems.
• Maintain project records, contracts, amendments, and supporting documentation.
• Manage contract execution workflow through DocuSign.
• File and organize executed agreements and project documents according to company standards.
• Assist with project closeout and archival procedures as needed.

Resource Planning & Scheduling

• Coordinate staff resource scheduling across multiple Architecture Studios.
• Track project staffing requirements and anticipated workload.
• Assist Studio Leaders with short-term and long-term staffing forecasts.
• Identify resource conflicts and scheduling constraints.
• Maintain studio workload and capacity planning tools.

Client Relationship Management & Business Development

• Assist Housing PM’s with CRM compliance and data entry.
• Support proposal and pursuit tracking efforts as needed.

Studio Operations & Reporting

• Maintain studio calendars and monitor project milestones, deadlines, and key deliverables.
• Provide proactive deadline reminders to Project Managers and project teams.
• Draft weekly project status reports for Project Manager review and distribution.
• Generate operational reports and metrics for Studio Leaders.
• Support studio planning, coordination, and administrative initiatives.

Licensing & Compliance

• Maintain professional license tracking for PM’s within Housing Studios.
• Monitor renewal schedules and continuing compliance requirements.
• Coordinate licensing applications, renewals, and documentation.
• Assist with regulatory and administrative compliance requirements.

Marketing & Event Coordination

• Coordinate Housing Studio conference participation, speaking engagements, client events, and studio-sponsored activities with the Marketing team.
• Manage registrations, schedules, deadlines, and supporting materials.
• Assist with industry organization participation and networking opportunities.

Requirements:

Required

• Typically, 3+ years of experience in project coordination, operations, accounting, project administration, or a related role.
• Ability to split time between our Denver and Colorado Springs offices (Wed/Fri in Colorado Springs and a company vehicle provided when traveling between offices)
• Strong organizational and time management skills.
• Experience managing multiple priorities and deadlines simultaneously.
• Proficiency in Microsoft Office Suite, including Excel.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to interact professionally with clients, consultants, and internal teams.

Preferred

• Bookkeeping, accounting, billing, or project accounting experience within an Architecture, Engineering, Construction (AEC), or professional services environment.
• Experience with Deltek Vantagepoint or other Deltek ERP systems.
• Experience with Smartsheet.
• Experience supporting invoicing, collections, and accounts receivable processes.
• Familiarity with CRM systems and client relationship management.

What We Offer:

We are targeting a base salary of $70,000 to $80,000, but this is determined by several factors, including education, experience, and a history of working in the Denver metro area.

• Medical insurance, including an HSA option
• Vision insurance
• Employer-paid life insurance
• STD & LTD
• A minimum of 15 days PTO, and higher for more experienced employees
• 401k match of 4%
• One full day of paid VTO (Volunteer Time Off) annually
• Roth 401K option
• Annual company ski day and summer picnic
• Flexible hours
• In many cases, our roles can be worked in a hybrid capacity
• Monthly employee celebrations (with free lunch!)
• The opportunity to touch every aspect of a project, from beginning to end
• Free snacks
• Weekly volleyball league in the Summer and bowling in the Winter
• Company-owned bar in the parking lot of the Denver office
• Relaxed dress code
• Entrepreneurial mindset – If you have an idea, we want you to pursue it!

Our Hiring Process:

EVstudio prides itself on being efficient in its hiring process. Below you’ll find an example of a typical interview process after completing your application:

• Hearing from our recruiting team within 48 hours
• A phone interview (approx. 30 minutes)
• A meet and greet with one of our Founders, Sean O’Hara (approx.15 minutes)
• An on-site interview and office tour (approx. 60 minutes)

P.S.

Share this! Don’t be afraid of friends, classmates, or co-workers getting this job ahead of you. If you are hungry, humble, and smart, we would love to see how you or someone from your network could fit a current or future opening at EVstudio.

EVstudio is an equal-opportunity employer and values diversity at our company. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or veteran status. All qualified applicants will receive consideration for employment without regard to these or other protected characteristics. We are committed to providing an accessible and inclusive environment for all