Operations Coordinator

EverOn Data Center Services•Cheyenne, WY

31d

About The Position

The Operations Coordinator provides comprehensive and flexible contract administration services, maintains concise records of contract transactions, and regularly liaises with the client representative. The role supports the financial and commercial aspects of contracts, prepares supporting financial information and predefined reports, and maintains manual and electronic contract records. The coordinator works closely with site teams and CFM to ensure accurate processing of quotations, purchase orders, invoices, timesheets, and PTO records. General office and contract duties include correspondence, filing, meeting minutes, reports and documentation, electronic record updates, material ordering, vendor administration, purchase order maintenance, valuations, presentations, contract renewal documents, quote processing, timesheet review, contract setup, billing preparation, and escalation updates. The role manages the contract’s accounts payable process, including invoice upload, indexing and coding; facilitating workflow approvals in Yardi Payscan; setting up executed purchase orders in Yardi; responding to vendor inquiries; reconciling vendor statements; and maintaining accurate records in compliance with IRS rules. The coordinator also provides commercial support through the final account, maintains overall log book responsibility, helps train staff as needed, and ensures auditable records for items such as invoices, timesheets, material orders, and goods received notes. Other work may be assigned by T5 executive leadership.

Requirements

Bachelor’s degree or equivalent experience.
At least 5 years in a Contract Coordinator role or related experience.
Real estate or property/facilities management accounting experience.
Accounts payable and job costing experience.
Experience with Yardi Voyager or similar accounting systems.
Strong proficiency with spreadsheets and Windows.
Ability to handle confidential information sensitively and professionally.
Excellent verbal, written, and interpersonal communication skills.
Ability to manage multiple tasks under strict deadlines while working independently.
Ability to interact professionally with all levels of the organization.
Exceptional organizational, quantitative, and problem-solving skills.
Exceptional attention to detail.
Ability to approach problems logically and creatively.
Drive to exceed expectations and contribute to a dynamic, growing organization.
Energetic, self-starting, can-do attitude; ability to perform under pressure, meet tight deadlines, and identify and resolve problems as they arise.

Responsibilities

Provide contract administration services, maintain records of contract transactions, and liaise regularly with the client representative.
Assist with financial and commercial aspects of contracts and produce supporting financial information.
Maintain and update manual and computer records relating to contracts.
Prepare and issue predefined reports required by the contract and customer.
Coordinate with site teams and CFM to accurately process quotations, purchase orders, invoices, timesheets, and PTO records.
Perform contract-related office duties, including correspondence, filing, meeting minutes, reports, documentation, and electronic record updates.
Order materials and administer vendors.
Raise purchase orders and update them when changes are required.
Produce valuations and present results.
Prepare contract renewal documentation and log and process quotations.
Process engineers’ timesheets, follow up as needed, and check data quality.
Support contract setup, including PPM/system support, billing preparation, and contract escalation updates.
Manage the contract accounts payable process, including uploading, indexing, and coding invoices and facilitating timely approvals through Yardi Payscan.
Set up executed purchase orders in Yardi to support accurate application and tracking of operating and capital expenditures.
Work with vendors, customers, executives, facility management leadership, and internal finance to address inquiries and resolve issues.
Respond to vendor inquiries and reconcile vendor statements.
Maintain accurate accounts payable records and files to support compliance with IRS rules.
Train staff as needed.
Ensure complete and auditable records for invoices, timesheets, material orders, goods received notes, and related transactions.
Provide commercial support for the contract through to the final account.
Maintain overall responsibility for the log book.
Perform other work assigned by T5 executive leadership.