Project Contract Coordinator

• →Review vendor invoices and general contractor (GC) pay applications for accuracy, completeness, proper formatting, and compliance with contractual and client requirements.
• →Develop and maintain standardized billing templates, invoicing procedures, and pay application guidelines.
• →Process vendor invoices and GC pay applications through the full approval and payment cycle, including required approvals, Oracle reporting, and SharePoint submission.
• →Partner with vendors, Project Managers, and internal stakeholders to resolve invoice and pay application discrepancies and ensure timely processing.
• →Maintain invoice and pay application tracking systems, documentation, approvals, payment status, retainage, and related records.
• →Monitor change-related documentation, including Change Orders, CAEAs, CAELs, and AERAs, and ensure updates are accurately reflected in financial tracking.
• →Ensure monthly invoicing documentation meets applicable compliance and SBE reporting requirements.
• →Develop and implement procedures and provide training to Project Managers on pay application review and submission best practices.

• Lead purchase order closeout activities by coordinating with Project Managers, vendors, and client representatives to resolve outstanding balances, obtain final documentation, and facilitate timely closure.
• Track purchase order status and financial information within Oracle and other client-required systems.
• Prepare and coordinate monthly bond reporting and ensure financial information is accurate and up to date.
• Monitor change management financials and ensure change orders and related cost adjustments are properly documented and recorded.
• Maintain accurate and transparent financial tracking to support reporting, audit readiness, and project oversight.

• Prepare Assignments of Work (AOWs) and Statements of Work (SOWs) based on vendor proposals and project requirements.
• Review vendor submissions and contract-related documentation for completeness, accuracy, and compliance with procurement and contractual requirements.
• Support the development, review, and execution of professional service agreements, new contracts, and contract amendments.
• Maintain contract and project data for CSP, CMAR, and JOC delivery methods within client-required systems.
• Assist with front-end bidding and procurement documentation and incorporate feedback as needed.
• Manage project documentation and maintain organized records within SharePoint and other designated repositories.
• Prepare professional communications with vendors and internal stakeholders regarding proposals, contracts, modifications, documentation, and project-related matters.

• Coordinate meetings, calendars, agendas, and other administrative activities for the Project Controls Group.
• Prepare board-level and executive documentation as requested by leadership.
• Coordinate onboarding and offboarding activities, including documentation and system access.
• Maintain IT inventory and coordinate with client IT and Construction Services teams to ensure equipment is properly tracked and accounted for.

• BS degree in business administration, contracts, or related field; relevant experience may be considered in lieu of a degree.
• Must be able to operate independently, using his/her/their own technical and professional experience and knowledge in all areas of contract administration.
• Must possess a clear understanding of project management and work effectively with an integrated project team.
• Must have experience with various contract types.
• Must have a strong working knowledge of professional and construction services.

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