Job Description

Targeted Annual Pay Range: Minimum of $65,000.00 to a maximum of $78,000.00

BENEFITS

Veolia's comprehensive benefits package includes paid time off policies, as well as health, dental and vision insurance. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement. Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement.

POSITION PURPOSE: The Project Coordinator is responsible for managing administrative, financial, and operational aspects of projects in cooperation with the Project Manager and Project Team. This may include working with supporting subcontractors and suppliers, business documentation and/or proposal development, invoicing, expense tracking, project documentation support, and administrative tasks, as needed. The Project Coordinator maintains accurate project data, facilitates communication between departments, and contributes to the overall financial health of the project and the organization by monitoring project compliance with contractual requirements.

PRIMARY DUTIES / RESPONSIBILITIES:

1. Project Administration:

• Track project deliverables and maintain project folders.
• Process and follow up on project administration requests (e.g., certificates of insurance, bonds, master service agreements).
• Administer sub-contractor contracts, master service agreements, and compliance documents.

2. Financial Management:

• Collaborate with Finance team to submit monthly invoices, adhering to contract-specific instructions.
• Oversee expense accruals, as needed, to maintain project profitability.
• Manage and create Schedule of Values (SOV) for client billing.
• Process and track accounts payable transactions, including validating invoices and ensuring proper approval workflows.
• Oversee the purchase order process in Ariba, from requisition creation to vendor payment.

3. Time and Expense Management:

• Enter and review schedule for field staff, as needed.
• Code team timesheets and expense reports for assigned projects, as needed.
• Submit certified payroll to DIR and ensure compliance with labor laws.
• Coordinate with subcontractors on DIR submissions for certified payroll compliance.

4. Procurement and Vendor Management:

• Issue purchase orders and approve invoices in cooperation with the finance team.
• Administrate subcontractors and vendors.

5. Interdepartmental Collaboration:

• Work closely with the Finance, Procurement, Data Scientists, Analysts, Engineers, and other project staff
• Provide ad hoc administrative and project support for all staff
• Cover daily service request calls from specific clients (Judicial Council of California, Dolby, and ARE)
• Demonstrate flexibility to work with the team for appropriate coverage during business hours (6am to 6pm)

6. System Management:

• Maintain and update project data in relevant systems (e.g., Smartsheet, Google Drive, Ariba, CAFM).
• Utilize financial systems for tracking project costs and reconciling costs in client's CAFM system for accurate client billings

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

• Work is primarily performed in a standard office environment
• Requires sitting for extended periods (up to 8 hours per day) while working at a computer workstation
• Involves frequent use of computer keyboard, mouse, and other office equipment
• May require occasional lifting and carrying of office supplies or equipment (up to 20 pounds)
• Regular verbal and written communication with team members, clients, and vendors
• Occasional reaching, bending, or stooping to file or retrieve documents
• May require occasional travel to project sites or client offices (approximately 5-10% of work time).
• The noise level in the work environment is usually moderate, typical of an office setting with computers and printers

Qualifications

Education / Experience / Background:

• Associate degree or equivalent college education from an accredited institution with major course work in accounting, business administration, or a closely related field, or
• Two (2) years of accounting, project accounting, general administration or project management in a fast paced, large volume professional and customer service environment.

Knowledge / Skills / Abilities:

• Advanced proficiency in MS Office Suite (particularly Excel) and Google Suite.
• Experience with project management software (e.g., Smartsheet,, MS Project).
• Excellent verbal and written communication skills, with the ability to interact effectively with clients, team members, and vendors.
• Strong analytical and problem-solving skills, particularly in financial reconciliation and reporting.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Demonstrated ability to manage multiple projects simultaneously while maintaining attention to detail.
• Proactive and results-oriented approach to work, with a focus on continuous improvement.
• Strong financial acumen, including experience with invoicing, expense tracking.
• Ability to work independently and collaboratively in a team environment.
• Proficiency in data analysis and the ability to present information clearly and concisely.
• Adaptability and willingness to learn new systems and processes.
• Discretion in handling confidential financial and project information.
• Basic understanding of contract terms and compliance requirements.
• Experience with Schedule of Values (SOV) creation and management.
• Certified Payroll/DIR experience.
• Strong telephone etiquette for directing field staff activities.
• Familiarity with construction and/or project management industry practices.
• Experience in administering sub-contractor contracts and master service agreements.
• Knowledge of accounts payable processes and purchase order management.
• Understanding of labor laws and compliance requirements related to payroll and contractor payments.

Additional Information

We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Disclaimer: The salary, other compensation, and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law.