Remote Project Coordinator: Contracts & Financials

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

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.