Project Management Assistant (with light bookkeeping)

Job Description

Job Description

The Project Coordinator is responsible for managing administrative aspects of projects from initiation through completion, ensuring

accurate project setup and maintenance in Ajera. The Project Coordinator will collaborate closely with project managers and other

team members, providing insightful financial analysis and reporting to support project success. In this position, a person is a

resourceful self-starter and problem solver who thrives in a team-oriented environment, contributing to both individual and

organizational goals.

The essential functions include, but are not limited to the following :

Set up projects in Ajera per proposals and contracts

Manage the project review process; attend monthly project billing review meetings

Assist our Project Managers with their daily management and maintenance with Ajera

Work with Principals and Project Managers on the development of Project Budgets within Ajera

Analyze client contracts and make sure that Ajera records match the contract. Update projects in Ajera with contract

amendments

Assist with consultant contract and insurance management. Ensure consultant invoices are appropriately billed. Ensure

consultant contract changes are updated in Ajera

Assist with fee proposals

Process consultant invoices and ensure project billings are accurate

Maximize client billing opportunities, research unbilled issues, and pursue collections of past due invoices.

Work with Project Managers in preparation for monthly billing. Ensure accurate set-up of billing rates and budgets

Reconcile discrepancies through research and analysis

Provides customer support to customers with disputes or inquiries concerning invoices or billing process

Assists with other assignments and / or special projects as requested

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

Two-year associate degree. Relevant and sufficient work experience may be substituted for the education requirement

2 years of experience working for firms that provide AEC services

Knowledge of standard contract language and terminology

Demonstrate a strong work ethic and professional behavior in / out of the office

Ability to critically analyze situations, solve problems, and formulate ideas

Strong ability to communicate effectively with teammates, leaders, clients, vendors and contractors

Maintain a professional, positive attitude and fulfill responsibilities with integrity