Project Coordinator

Aston Carter•Dallas, TX

8d•$33 - $38•Remote

About The Position

The Project Coordinator supports complex, high-revenue engineering and architectural projects by managing contracts, proposals, financial tracking, and project documentation. This role prepares and reviews key project documents, monitors financial performance, and serves as a central liaison between project managers, internal teams, suppliers, and clients to ensure projects adhere to contract requirements and achieve strong financial outcomes.

Requirements

At least 2 years of experience drafting contracts and subcontracts.
At least 2 years of experience preparing proposal templates for professional services projects.
At least 2 years of experience managing and processing change orders.
At least 2 years of experience working closely with project managers on active projects.
Experience working for an engineering or architectural firm with revenue over $150 million.
Strong ability to review and interpret contracts and subcontracts to ensure compliance.
Proficiency in creating pivot tables and using VLOOKUP functions in Microsoft Excel.
Proficiency with project accounting or enterprise systems such as Deltek, BST, or Oracle.
Experience with contract, invoicing, and change order processes within a project environment.
Ability to develop and manage proposals and proposal templates in alignment with organizational standards.

Nice To Haves

Experience with Deltek Vantagepoint is highly desirable.
2 or more years of experience working on FDOT or Florida-based projects is a plus.
Experience in coordinating projects within engineering or architectural firms is beneficial.
Strong analytical skills with the ability to evaluate project budget performance and recommend improvements.
Excellent communication and interpersonal skills to effectively liaise between internal teams, suppliers, and clients.
Detail-oriented approach to managing documentation, financial data, and contract requirements.
Ability to work independently in a remote environment while maintaining strong collaboration with project managers and Business Operations teams.

Responsibilities

Prepare fee proposal templates, draft contracts, and subcontracts for review, ensuring accuracy and alignment with project requirements.
Review contracts and subcontracts to confirm that projects adhere to contract language, terms, and conditions throughout the project lifecycle.
Issue and track project amendment documentation, including change orders, and coordinate reviews and approvals with relevant stakeholders.
Develop Work Breakdown Structures (WBS) and Project Authorization forms, including detailed budgets and client invoicing requirements.
Assist project managers with the processing of subconsultant invoices through the project accounting system, ensuring timely and accurate payment.
Monitor project financials, including variance, revenue, budgets, and work in progress (WIP), and follow up on revenue variance issues to support revenue recovery.
Participate in resolving project financial issues by collaborating with project managers and Business Operations teams.
Serve as a liaison between internal staff, suppliers, and clients, communicating effectively on behalf of project managers to support smooth project execution.
Conduct pre-bill reviews with project managers as necessary to validate billing accuracy and compliance with contract terms.
Participate in monthly project review meetings and collaborate with Business Operations teams to assess project performance.
Assist Business Operations with analysis of project budget performance and provide recommendations to improve financial outcomes.
Support the creation and maintenance of proposal templates and other project documentation to standardize and streamline project initiation processes.