Administrative & Compliance Coordinator, Philadelphia, PA

BVA Bear's IT Solutions•Boiling Springs, PA

3d•Remote

About The Position

BVA Bears IT Solutions is seeking a Administrative & Compliance Coordinator to support policy, research, and program development initiatives for the City of Philadelphia . This is a part‑time position with a primarily remote work environment. While most responsibilities can be performed virtually, occasional on-site meetings in Philadelphia may be required based on project needs. Location / Travel Requirement Candidates must live within a reasonable commuting distance of Philadelphia—generally within ~1 hour—to ensure availability for any in-person engagements. Work may be performed remotely and/or on‑site at the request of City Council. Communications, submissions, and contract documentation occur electronically. Briefings, presentations, interviews, and working sessions will be scheduled by Council as required for project progress or clarification. Position Summary The Administrative & Compliance Coordinator manages all compliance, documentation, and administrative functions associated with City Council policy and program development engagements. This role ensures full adherence to the City’s Professional Services Small Order Purchase (PSSOP) Terms & Conditions, including documentation accuracy, disclosures, and record‑retention obligations of at least 5 years following final payment. The Coordinator manages eContract Philly tasks, supports invoice preparation and submission, maintains required Transparency in Business disclosures, and ensures alignment with City rules on nondiscrimination, LEP access, ethics/gift restrictions, contracting disclosures, and administrative completeness. This role provides essential operational support to the engagement team. Project Duration: This role will be for a 12month project period . Expected Monthly Hours: The Administrative & Compliance Coordinator is projected to work approximately 5–9 hours per month , depending on project milestones and documentation cycles. Estimated hours by month are as follows: Month 1: ~9 hours Months 2–5: ~5 hours per month Month 6: ~6 hours Months 7–8: ~5 hours per month Month 9: ~6 hours Month 10–11: ~5 hours per month Month 12: ~8 hours Total Annual Commitment: ~69 hours. These hours may flex slightly based on invoicing cycles, disclosure deadlines, and eContract Philly submission requirements.

Requirements

Experience in administrative coordination, compliance documentation, contract support, or public‑sector administrative roles.
Demonstrated ability to manage documentation in alignment with government contracting requirements.
Strong organizational skills including document management, version control, and procedural discipline.
Familiarity with eContract Philly or similar procurement platforms.
Ability to track deadlines, manage calendars, and maintain accurate administrative workflows.
Strong communication skills and attention to detail.

Nice To Haves

Experience supporting municipal or legislative bodies.
Understanding of Philadelphia contracting, disclosure, and administrative requirements.
Experience supporting compliance with nondiscrimination, LEP, gift restrictions, and record‑retention rules.
Background in government documentation, auditing, or administrative oversight processes.

Responsibilities

PSSOP Documentation, Recordkeeping & Archiving (Continuous)
eContract Philly Management & Submission Support (Ongoing)
Invoicing Preparation, Submission & Tracking (Recurring)
Transparency in Business Disclosures & Compliance Filings (Milestone‑Driven)
Administrative Coordination, Documentation Quality & Internal Controls (Continuous)
Support for City Clarifications, Investigations & Reservation‑of‑Rights Processes (As Requested)