Senior Operations & Project Coordinator

BlueRidge Life Sciences • Washington, DC

2d

About The Position

The Senior Operations & Project Coordinator reports to the Vice President of Operations in the ToxStrategies' division and serves as a key operational partner to Practice Leaders and Project Managers across the ToxStrategies' division. This role is responsible for supporting project execution, financial management, business operations, and divisional initiatives through effective project coordination, budgeting, forecasting, invoicing, reporting, and process improvement. The position plays a critical role in ensuring the accuracy of project financials, maintaining data integrity across operational systems, supporting cash flow through accounts receivable follow-up, and driving consistency across business processes. The Senior Operations & Project Coordinator also partners with Operations leadership on strategic initiatives designed to improve operational efficiency, reporting capabilities, and organizational performance.

Requirements

• Excellent organizational, analytical, and problem-solving skills.
• Strong financial acumen with the ability to interpret project budgets and financial reports.
• Ability to manage multiple priorities and deadlines in a fast-paced consulting environment.
• Excellent verbal and written communication skills.
• Strong attention to detail and commitment to data accuracy.
• Ability to build collaborative relationships across all levels of the organization.
• Demonstrated ability to identify process improvement opportunities and implement operational efficiencies.
• Microsoft Office Suite (advanced Excel preferred)
• BigTime or similar Professional Services Automation (PSA) platform
• Salesforce CRM
• Microsoft Teams and SharePoint
• Bachelor's degree in Business Administration, Finance, Operations Management, Project Management, or a related field preferred.
• Four or more years of experience in project coordination, operations, finance, consulting operations, or professional services administration.
• Experience supporting project financial management, invoicing, budgeting, forecasting, and operational reporting strongly preferred.

Nice To Haves

• Power BI, Tableau, or other reporting/visualization tools (preferred)

Responsibilities

• Coordinate the setup, maintenance, and closeout of projects within BigTime and other operational systems.
• Review project documentation, contracts, statements of work, purchase orders, and invoicing requirements to ensure projects are established accurately.
• Maintain project information, billing terms, contract details, and budget structures within BigTime.
• Coordinate project changes, budget revisions, change orders, and purchase order updates throughout the project lifecycle.
• Ensure subcontractor expenses and project costs are properly allocated and tracked.
• Partner with Practice Leaders and Project Managers to monitor project budgets, contract burn rates, and financial performance.
• Prepare invoices for review and submission, ensuring compliance with contractual billing requirements.
• Monitor projects for budget overruns, delayed invoicing opportunities, and financial risks, proactively communicating concerns to project leadership.
• Update project budgets and financial information within BigTime to ensure accurate reporting and forecasting.
• Review work-in-progress (WIP) balances and collaborate with Practice Leaders and Project Managers to identify opportunities to convert WIP to billable revenue and minimize aged balances.
• Maintain weekly sales pipeline and forecast information within Salesforce, ensuring opportunities, probabilities, and projected close dates remain accurate and current.
• Support monthly business reviews through the preparation of operational and financial reports, dashboards, and key performance indicators.
• Analyze project financial data and identify trends impacting revenue, utilization, profitability, and cash flow.
• Produce recurring operational reports to support leadership decision-making and business planning.
• Ensure data integrity across operational systems including BigTime, Salesforce, and related reporting platforms.
• Partner with Practice Leaders and Project Managers to proactively monitor outstanding accounts receivable balances.
• Coordinate follow-up activities with clients regarding overdue invoices and payment status.
• Assist Operations leadership in identifying collection risks and escalating aging receivables as appropriate.
• Support initiatives designed to improve billing timeliness, collections, and overall cash flow performance.
• Partner with the Vice President of Operations to develop and implement standardized operational processes across the division.
• Drive continuous improvement initiatives related to project management, financial reporting, business systems, and operational efficiency.
• Assist with implementation and optimization of business systems including BigTime, Salesforce, dashboards, reporting tools, and other operational technologies.
• Develop standardized templates, documentation, and best practices to improve consistency across practices.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior