Office Coordinator

Engineering Ventures, PC; Burlington (VT); Hybrid; USD 33,000 - 43,000; Full time

Benefits offered by this job

Dog friendly workplace

Paid Sick Leave

Job summary

Engineering Ventures, PC is seeking a temporary administrative/accounting professional to support our Burlington, VT, and nearby offices during staff leaves. You will handle payroll, invoicing, vendor payments, and front-office coordination across three offices in VT, NH, and NY.

Hybrid schedule with occasional travel; the role concludes in May 2027. Ideal candidates have 2+ years in admin/accounting, strong MS Office skills, and familiarity with Deltek Vantagepoint.

Qualifications

• Associate degree or bachelor’s preferred; comparable work experience considered.
• Strong organizational and project management abilities.
• Light bookkeeping skills and willingness to learn our system.

Responsibilities

• Process payroll and manage end-to-end invoicing for clients.
• Handle accounts payable/receivable and track invoices.
• Coordinate multi-office operations and onboarding.
• Support office communications, scheduling, and event planning.

Skills

Administrative experience

Payroll experience

Microsoft Office

Communication

Project management

Education

Associate or Bachelor’s Degree in Business Administration or related

Comparable work experience

Tools

Deltek Vantagepoint

Invoicing systems

Accounting software

Job description

This role is a temporary position. It may, based on business needs and performance, have an opportunity to convert to permanent, at Engineering Ventures sole discretion. This temporary position will conclude in May of 2027. Hours will vary between 32-40 hours per week.

In this temporary role, you will perform essential accounting, operations, and administrative tasks to support our three engineering offices in Burlington, VT, Lebanon, NH, and Saratoga Springs, NY during our current HR and Accounting professionals leave of absence. As a part of our dynamic administrative team, you will receive excellent mentoring and training from our HR and Accounting professionals in preparation for their leave slated to begin in December 2026.

This position is based in our Burlington, VT office with the opportunity for a hybrid schedule (potential to be partially remote). Some travel to our office in Saratoga Springs, NY and Lebanon, NH may be required from time to time.

The following are examples of potential key responsibilities. If you have experience in some, all, or a range of these duties, you should apply.

Accounting Duties

• Payroll.
• Manage the end-to-end invoicing process, including generating, reviewing, and sending invoices to clients.
• Add vendor invoices for payment processing.
• Resolve billing discrepancies and client inquiries regarding invoices.
• Apply received client payments accurately to corresponding invoices in the accounting system.
• Manage accounts payable and receivable by processing bills, tracking invoices, and recording customer payments.
• Monitor accounts receivable aging reports and perform proactive collections follow-up on overdue accounts.
• Update planning sheet monthly.

Office Operations Responsibilities

• Answer incoming calls, forward messages.
• Insurance (Health, Dental, Vision and Life, STD, LTD, AD&D) coordination and management.
• Execute timely multi-channel job postings. Maintain live-jobs spreadsheet.
• Filter Resumes for leadership.
• Coordinate timely communications with candidates.
• Assist with onboarding.
• Headshot Coordination.
• Office space and supply coordination.
• Day to day operations support including IT coordination and support, ordering office supplies.
• New project setup as requested by project manager.
• Assist with event planning including monthly lunches, office socials in our various offices, annual holiday party, summer picnic, etc.
• Assist with in person event set-up such as packing career fair bags, client gifting table, fall party set up, and attendee check-in at events.

Salary: $24-$31 per hour. This position is a non-exempt position. The hourly rate is commensurate with experience.

ABOUT YOU

QUALIFICATIONS:

• Associate Degree or Bachelor of Business Administration, or B.S. in a related field preferred. Comparable work experience is also considered.
• Exceptional organizational and project management abilities.
• Light bookkeeping skills and ability to learn our system.
• Deltek Vantagepoint experience is a major plus. Knowledge of—or on-the-job training to learn this software—will be a major part of this role.
• Payroll experience is a big plus.Knowledge of or training to learn this task will be a major part of this role.
• Service-based attitude.
• 2 or more years of administrative and/or accounting experience is a big plus.
• Fluent in Microsoft Office.

ABOUT US

Looking for a position at a healthy, vibrant, and highly recognized engineering firm? Look no further! At Engineering Ventures, PC (EV) we integrate a range of exciting civil/structural engineering and related disciplines, which make our offices highly collaborative and our workdays engaging. We are a values-based workplace. We believe we can achieve individual and collective goals by engineering projects that responsibly enhance the quality of life for the communities we serve.

Our teams work on a wide variety of fulfilling projects in our communities including urban redevelopment, medical facilities, municipal infrastructure improvements, and private development.Our clients include architects, universities, hospitals, municipalities, non-profits, private developers, and homeowners.

We are an energetic team that believes in the satisfaction of engaging in meaningful, challenging, and collaborative work. At EV, we believe happy and motivated people do the best work. We strive to create a culture that promotes teamwork, communication, and work + life balance.

• This temporary position is not eligible for Company sponsored benefits at this time, except for Paid Sick Leave in accordance with Company policy.

The pay range for this position is $24 - $31 USD non-exempt (hourly). The specific salary offered to a candidate may be influenced by a variety of factors including the candidate’s experience, their education, and the work location.

Engineering Ventures is an equal opportunity employer.We seek individuals from diverse backgrounds and perspectives.We believe that an inclusive and respectful environment enriches our culture, organization, and our community.

Did we mention that we’re a dog friendly workplace?