Project Coordinator

Talentify; Chicago (IL); Remote; USD 45,000 - 52,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Plan

Life Insurance

Disability insurance

Health Spending Account

Transportation benefits

Employee Assistance Program

Paid time off

Job summary

Aston Carter is seeking a Project Coordinator to support complex, high‑revenue engineering and architectural projects. You will manage contracts, proposals, financial tracking, and project documentation while coordinating between project managers, internal teams, suppliers, and clients.

This fully remote role offers exposure to Deltek, BST, Oracle, and Excel within a contract‑to‑hire arrangement based in the Chicago area.

Qualifications

• At least 2 years drafting contracts and subcontracts.
• At least 2 years preparing proposal templates for professional services projects.
• At least 2 years managing and processing change orders.
• At least 2 years working closely with project managers on active projects.
• Experience working for an engineering or architectural firm with revenue over $150 million.
• Strong ability to review and interpret contracts and subcontracts to ensure compliance.
• Proficiency in creating pivot tables and using VLOOKUP functions in Microsoft Excel.
• Proficiency with project accounting or enterprise systems such as Deltek, BST, or Oracle.
• Experience with contract, invoicing, and change order processes within a project environment.
• Ability to develop and manage proposals and proposal templates in alignment with organizational standards.

Responsibilities

• Prepare fee proposal templates, draft contracts, and subcontracts for review, ensuring accuracy and alignment with project requirements.
• Review contracts and subcontracts to confirm that projects adhere to contract language, terms, and conditions throughout the project lifecycle.
• Issue and track project amendment documentation, including change orders, and coordinate reviews and approvals with relevant stakeholders.
• Develop Work Breakdown Structures (WBS) and Project Authorization forms, including detailed budgets and client invoicing requirements.
• Assist project managers with the processing of subconsultant invoices through the project accounting system, ensuring timely and accurate payment.
• Monitor project financials, including variance, revenue, budgets, and work in progress (WIP), and follow up on revenue variance issues to support revenue recovery.
• Participate in resolving project financial issues by collaborating with project managers and Business Operations teams.
• Serve as a liaison between internal staff, suppliers, and clients, communicating effectively on behalf of project managers to support smooth project execution.
• Conduct pre-bill reviews with project managers as necessary to validate billing accuracy and compliance with contract terms.
• Participate in monthly project review meetings and collaborate with Business Operations teams to assess project performance.
• Assist Business Operations with analysis of project budget performance and provide recommendations to improve financial outcomes.
• Support the creation and maintenance of proposal templates and other project documentation to standardize and streamline project initiation processes.

Job description

Job Title: Project CoordinatorJob Description

The Project Coordinator supports complex, high-revenue engineering and architectural projects by managing contracts, proposals, financial tracking, and project documentation. This role prepares and reviews key project documents, monitors financial performance, and serves as a central liaison between project managers, internal teams, suppliers, and clients to ensure projects adhere to contract requirements and achieve strong financial outcomes.

Responsibilities

• Prepare fee proposal templates, draft contracts, and subcontracts for review, ensuring accuracy and alignment with project requirements.
• Review contracts and subcontracts to confirm that projects adhere to contract language, terms, and conditions throughout the project lifecycle.
• Issue and track project amendment documentation, including change orders, and coordinate reviews and approvals with relevant stakeholders.
• Develop Work Breakdown Structures (WBS) and Project Authorization forms, including detailed budgets and client invoicing requirements.
• Assist project managers with the processing of subconsultant invoices through the project accounting system, ensuring timely and accurate payment.
• Monitor project financials, including variance, revenue, budgets, and work in progress (WIP), and follow up on revenue variance issues to support revenue recovery.
• Participate in resolving project financial issues by collaborating with project managers and Business Operations teams.
• Serve as a liaison between internal staff, suppliers, and clients, communicating effectively on behalf of project managers to support smooth project execution.
• Conduct pre-bill reviews with project managers as necessary to validate billing accuracy and compliance with contract terms.
• Participate in monthly project review meetings and collaborate with Business Operations teams to assess project performance.
• Assist Business Operations with analysis of project budget performance and provide recommendations to improve financial outcomes.
• Support the creation and maintenance of proposal templates and other project documentation to standardize and streamline project initiation processes.

Essential Skills

• At least 2 years of experience drafting contracts and subcontracts.
• At least 2 years of experience preparing proposal templates for professional services projects.
• At least 2 years of experience managing and processing change orders.
• At least 2 years of experience working closely with project managers on active projects.
• Experience working for an engineering or architectural firm with revenue over $150 million.
• Strong ability to review and interpret contracts and subcontracts to ensure compliance.
• Proficiency in creating pivot tables and using VLOOKUP functions in Microsoft Excel.
• Proficiency with project accounting or enterprise systems such as Deltek, BST, or Oracle.
• Experience with contract, invoicing, and change order processes within a project environment.
• Ability to develop and manage proposals and proposal templates in alignment with organizational standards.

Additional Skills & Qualifications

• Experience with Deltek Vantagepoint is highly desirable.
• 2 or more years of experience working on FDOT or Florida-based projects is a plus.
• Background in coordinating projects within engineering or architectural firms is beneficial.
• Strong analytical skills with the ability to evaluate project budget performance and recommend improvements.
• Excellent communication and interpersonal skills to effectively liaise between internal teams, suppliers, and clients.
• Detail-oriented approach to managing documentation, financial data, and contract requirements.
• Ability to work independently in a remote environment while maintaining strong collaboration with project managers and Business Operations teams.

Work Environment

This is a fully remote position supporting engineering and architectural projects for a large, high-revenue organization. The role operates within a professional, collaborative culture where team members report high satisfaction with their work environment. You will work closely with project managers and Business Operations teams using tools such as Microsoft Excel, Deltek, BST, Oracle, and potentially Deltek Vantagepoint. The position requires working from locations within Eastern, Central, or Mountain time zones to align with core business hours and project team schedules. The work is primarily computer-based, focusing on contract management, financial analysis, and project coordination in a structured yet supportive environment.

Job Type & Location

This is a Contract to Hire position based out of Chicago, IL.

Pay and Benefits

The pay range for this position is $33.00 - $38.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully remote position.

Application Deadline

This position is anticipated to close on Sep 13, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.