Remote Project Coordinator: Contracts & Budgets

Talentify; Nashville (TN); Remote; USD 45,000 - 52,000; Full time

Benefits offered by this job

Medical benefits

401(k) plan

PTO

Job summary

Aston Carter is seeking a Project Coordinator to support remote, high‑revenue engineering and architectural projects. You will manage contracts, proposals, financial tracking, and documentation, coordinating between PMs, internal teams, suppliers, and clients to ensure contract compliance and strong financial outcomes.

The role emphasizes detailed budgeting, invoicing requirements, and collaboration with Business Operations to resolve financial issues while supporting standardization of project

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.
• Experience working with project managers on active projects.
• Experience with engineering or architectural firms with revenue >$150M.
• Strong ability to review contracts for compliance.
• Proficiency in pivot tables and VLOOKUP in Excel.
• Experience with project accounting/ERP systems like Deltek, BST or Oracle.
• Familiarity with contract, invoicing and change order processes in a project environment.
• Ability to develop and manage proposals and templates per org standards.

Responsibilities

• Prepare fee proposals, drafts contracts and subcontracts.
• Review contracts/subcontracts for lifecycle compliance.
• Issue and track change orders with stakeholders.
• Develop WBS and project budgets and client invoicing requirements.
• Assist with processing subconsultant invoices in project accounting system.
• Monitor financials: variance, revenue, budgets, WIP; follow up on variances.
• Collaborate with PMs and Business Operations on financial issues.
• Act as liaison between internal staff, suppliers, and clients.
• Conduct pre-bill reviews to ensure billing accuracy.
• Participate in monthly project reviews with Business Operations.
• Analyze project budget performance and recommend improvements.
• Support creation and maintenance of proposal templates and docs.

Skills

Contract drafting

Proposal templates

Change orders

Project coordination

Contract review

Pivot tables

VLOOKUP

Deltek

BST

Oracle

Excel

Education

Engineering/Architecture firm experience

Tools

Deltek Vantagepoint

Job description

Aston Carter is seeking a Project Coordinator to support remote, high‑revenue engineering and architectural projects. You will manage contracts, proposals, financial tracking, and documentation, coordinating between PMs, internal teams, suppliers, and clients to ensure contract compliance and strong financial outcomes.

The role emphasizes detailed budgeting, invoicing requirements, and collaboration with Business Operations to resolve financial issues while supporting standardization of project