<span>Project Services Coordinator-Contract Support</span>

Lochner - Austin, TX

Full-time - Mid Level

Austin, TX

About the position

The Contract Support Specialist at K Friese + Associates (KFA), a Lochner Company, plays a crucial role in supporting Project Managers and operations management throughout the project lifecycle. This position focuses on various administrative functions, including contract administration, project planning assistance, and monitoring the financial health of projects. The role requires attention to detail and the ability to work under tight deadlines, ensuring that all contractual obligations are met and that projects are executed efficiently.

Responsibilities

• Assist Project Managers in contract preparation and quality review, including prime inter-company and interoffice agreements, sub consultant agreements, contract compliance and insurance needs.
• Ensure relevant contract compensation terms are included in interoffice agreements, including compensation type, billing rates, billing terms, and non-reimbursable expenses.
• Track contract routing and signature status.
• Coordinate with Project Managers to send reminders, review signed contracts for completeness, enter contracts in Vision, and file on the server.
• Order required insurance certificates from general liability and professional liability carriers and review them for compliance.
• Monitor contract expiration dates and prepare contract extension documentation when needed.
• Work with Project Managers to prepare and maintain project plans, track project progress, and prepare reports for clients or project stakeholders.
• Perform project-related functions within Vision including opening new marketing and job numbers, entering project budgets and plans, and closing out projects.
• Provide support to the Project Manager in monitoring the financial performance of the project, including budgeting, scheduling, and project accounting.
• Maintain project-related documentation, including contracts, invoices, and payment records.
• Assist Project Managers in the development and maintenance of fee estimates, work plans, schedules, and intercompany agreements.
• Review weekly project reports for accurate time and expense charges and coordinate adjustments.
• Proactively communicate revenue impacts due to deviations from project plans or budget adjustments.
• Ensure effective cash management by tracking aged accounts receivable and coordinating with clients on timely payment.
• Facilitate and manage all administrative aspects of project contracts, including logging and tracking of contracts and subcontracts.
• Open proposals and projects, adding clients and contacts as necessary, and process budget change modifications into the accounting system.
• Work with company CPA in the processing of monthly project invoices.
• Ensure invoices are accurate, timely, and include all applicable costs, and upload or submit invoices in client systems as required.
• Coordinate with Clients and Subcontractors on contractual and invoice issues.
• Perform initial review of subconsultant invoices ensuring they follow contract terms and work with Project Managers to review and approve invoices.

Requirements

• A minimum of five years of experience in contract administration or project management administration is required.
• Previous employment with an architecture or engineering firm is highly desirable.
• Bachelor's degree in business administration or accounting is preferred.
• Experienced with basic business accounting functions and able to use the accounting system for project tracking and research.
• Proficiency in Microsoft Office Word, Excel, and Outlook.
• Knowledge and experience in Deltek Vision are preferred.
• Strong interpersonal and client relationship skills.
• Ability to work with minimal supervision and take initiative to learn new skills.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.

Nice-to-haves

• Experience with project management software.
• Familiarity with construction and engineering contracts.

Benefits

• 401(k) 3% Match
• AD&D insurance
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance