Overview

We are seeking a part-time organized and detail-oriented Operations Coordinator to support the day-to-day financial and administrative operations of our growing firm. This role will primarily focus on project billing, financial administration, and operational support to help ensure projects and internal processes run efficiently. The ideal candidate is dependable, proactive, and able to manage multiple responsibilities in a fast-paced, team-oriented environment.

Core Responsibilities

Project Billing & Financial Administration

• Invoicing: Generate, review, and issue accurate client invoices based on contract terms and approved work orders.
• Expense Tracking: Reconcile project costs, track time records, validate vendor invoices, and allocate expenses to the correct cost codes.
• Budget Management: Support project managers in monitoring expenditures against budgets, analyzing project profitability, and resolving billing discrepancies, missing documentation, and contract-related issues.
• Accounts Receivable: Monitor unbilled balances, follow up on overdue payments, and resolve billing discrepancies with clients and subcontractors.
• Project Setup: Create project numbers, initialize new client accounts, and track contract documentation in the company database.
• Vendor Management: Provide support for accounts payable invoice processing and function as the primary contact for vendors, clients, and consultants.

Operational Support

• Front Desk Coverage: Provide seamless front desk and telephone backup support during lunch breaks, vacations, and scheduled absences.
• Benefits Administration: Manage enrollment and updates for health, dental, vision, and supplemental insurance plans.
• Database & Timekeeping: Maintain employee databases in Deltek, open weekly timesheet periods, track timesheet submissions, and provide regular timesheet reminders.

Qualifications & Key Skills

• Experience: 2–3 years of experience in operations, project coordination, or accounts receivable, ideally within a project-based environment.
• Education: Associate or bachelor's degree in business, accounting, finance or economics or related field and/or equivalent experience desired.
• Technical Software Skills: Proficiency in financial and project tracking tools, preferably Deltek Vision or Vantagepoint, as well as strong capability with Microsoft Office applications.
• Communication: Excellent verbal and written communication skills for interfacing with clients, vendors, and cross-functional internal teams.
• Analytical Mindset: High attention to detail with the ability to spot discrepancies in financial statements and operational data.

Schedule

• Monday to Thursday, 9:00am - 3:00pm (30-minute lunch)

Pay: $28.00 - $31.00 per hour

Ability to Commute:

• Reston, VA 20191 (Preferred)

Work Location: In person