Operations Coordinator

T5 Data Centers•Cheyenne, WY

About The Position

The Operations Coordinator will be responsible for providing a comprehensive and flexible contract administration service to the customer, to maintaining concise records of all contract transactions and to liaise regularly with the client representative. This role will assist with the control of all financial and commercial aspects of contracts, aid in the production of supporting financial information, and maintain and update both manual and computer records relating to the contract. The coordinator will also prepare and issue predefined reports as required by the contract and customer. Key duties include liaising closely with the site team and CFM to ensure accurate processing of quotations, purchase orders, invoices, timesheets, and PTO records. General office duties related to the contract include correspondence, filing, taking minutes of meetings, preparing reports and documentation, updating electronic records, material ordering and administration, vendor administration, raising and updating purchase orders, producing valuations, logging and processing quotes, processing timesheets, contract setup, billing preparation, and managing the contract escalation process. The role also involves managing the Accounts Payable process, including uploading, indexing, and coding A/P invoices, facilitating approvals within Yardi Payscan, setting up purchase orders in Yardi, interfacing with vendors and internal teams to resolve issues, responding to vendor inquiries, reconciling vendor statements, and maintaining accurate A/P records for IRS compliance. Additionally, the Operations Coordinator will undertake staff training as needed, ensure auditable trails for all transactions, provide commercial support through to the final account, manage the log book, and perform other duties as assigned by T5 executive leadership.

Requirements

Bachelor’s degree or equivalent experience, required.
5+ years in a Contract Coordinator role or related experience, required.
Real Estate or Property/Facilities Management Accounting experience, required.
Accounts payable and job costing experience, required.
Experience with the Yardi Voyager or similar accounting systems, required.
Strong proficiency in the use of spreadsheets and Windows, required.
Handle confidential information in a sensitive and professional manner, required.
Excellent verbal, written, and interpersonal communication skills, required.
Ability to manage multiple tasks under strict deadlines while working independently, required.
Ability to interact professionally with all levels of the organization, required.
Exceptional organizational, quantitative and problem-solving skills, required.
Exceptional attention to detail, required.
Ability to approach problems both logically and creatively, required.
A drive to exceed expectations and be part of a dynamic growing organization, required.
An energetic self-starter with a “can-do / whatever it takes” attitude who can perform under pressure, work successfully on tight deadlines, and identify and resolve problems as they arise, required.

Responsibilities

Provide a comprehensive and flexible contract administration service to the customer.
Maintain concise records of all contract transactions.
Liaise regularly with the client representative.
Assist with the control of all financial and commercial aspects of contracts.
Assist in the production of supporting financial information.
Maintain and update both manual and computer records relating to the contract.
Prepare and issue predefined reports, which form part of the contract and customer requirement.
Liaise closely with the site team and CFM, ensuring accurate processing of quotations and purchase orders, invoices, time sheets and PTO records.
Undertake general office duties relating to the contract to include: Correspondence and filing, Minutes of meetings, Preparation of reports and documentation, Updating of electronic records, Material ordering and administration, Vendor administration, Raising purchase orders and ensuring that purchase orders are updated when changes required.
Production of valuations and presentations of results.
Contract renewal documentation.
Quote logging and processing.
Process of timesheets from engineers, chasing and checking quality of data.
Contract set up (PPM/ System support).
Application of Billing preparation.
Contract escalation process and updates.
Manage the Accounts Payable process for the contract which includes: Upload, index and code A/P invoices and work with Managers to facilitate timely A/P workflow approvals within Yardi Payscan module.
Set up executed purchase orders in Yardi for accurate application and tracking of contract operating and capital expenditures.
Interface with vendors, customers, executives, facility management leadership, and internal finance team to address and resolve any inquiries or issues.
Respond to vendor inquiries and reconcile vendor statements.
Maintain accurate A/P records and files to ensure compliance with IRS rules.
Undertake the training of staff as and when required.
Enable full auditable trails with, for example but not limited to, invoices, timesheets, material orders and goods received note.
Be responsible for the commercial support on the contract through to the final account.
Overall log book responsibility.
All other work as assigned by T5 executive leadership.