A bachelor's degree or equivalent experience is required.
At least five years of experience in a contract coordinator role or related experience is required.
Real estate or property/facilities management accounting experience is required.
Accounts payable and job costing experience are required.
Experience with Yardi Voyager or similar accounting systems is required.
Proficiency with spreadsheets and Windows is required.
The ability to handle confidential information sensitively and professionally is required.
The ability to manage multiple tasks under strict deadlines while working independently is required.
The ability to interact professionally with all levels of the organization is required.
Organizational, quantitative, problem-solving, and attention-to-detail skills are required.
The ability to approach problems logically and creatively is required.
The ability to work under pressure and tight deadlines and identify and resolve problems is required.
Responsibilities
Provide comprehensive and flexible contract administration services to the customer, maintain concise records of contract transactions, and liaise regularly with the client representative.
Assist with controlling the financial and commercial aspects of contracts and producing supporting financial information.
Maintain and update manual and computer records relating to contracts.
Prepare and issue predefined reports required by the contract and customer.
Liaise with the site team and CFM to ensure accurate processing of quotations, purchase orders, invoices, timesheets, and PTO records.
Perform general office duties for the contract, including correspondence, filing, meeting minutes, report and document preparation, electronic record updates, material ordering and administration, and vendor administration.
Raise purchase orders and update them when changes are required.
Produce valuations and presentations of results.
Prepare contract renewal documentation and log and process quotations.
Process engineers’ timesheets, chase outstanding submissions, and check data quality.
Set up contracts and provide PPM/system support.
Prepare billing applications.
Manage contract escalations and updates.
Manage the contract accounts payable process, including uploading, indexing, and coding invoices and working with managers to facilitate timely workflow approvals in the Yardi Payscan module.
Set up executed purchase orders in Yardi for accurate application and tracking of contract operating and capital expenditures.
Interface with vendors, customers, executives, facility management leadership, and the internal finance team to address and resolve inquiries or issues.
Respond to vendor inquiries and reconcile vendor statements.
Maintain accurate accounts payable records and files to ensure compliance with IRS rules.
Train staff as required.
Maintain full auditable trails for items including invoices, timesheets, material orders, and goods received notes.
Provide commercial support on the contract through to the final account.
Take overall responsibility for the log book.
Perform other work as assigned by T5 executive leadership.
The Operations Coordinator will be responsible for providing a comprehensive and flexible contract administration service to the customer, to maintaining concise records of all contract transactions and to liaise regularly with the client representative.
To assist with the control of all financial and commercial aspects of contracts
To assist in the production of supporting financial information
To maintain and update both manual and computer records relating to contract
To prepare and issue predefined reports, which form part of the contract and customer requirement
Liaise closely with the site team and CFM, ensuring accurate processing of quotations and purchase orders, invoices, time sheets and PTO records
To undertake general office duties relating to the contract to include:
Correspondence and filing
Minutes of meetings
Preparation of reports and documentation
Updating of electronic records
Material ordering and administration
Vendor administration
Raising purchase orders and ensuring that purchase orders are updated when changes required.
Production of valuations and presentations of results.
Contract renewal documentation
Quote logging and processing
Process of timesheets from engineers, chasing and checking quality of data
Contract set up (PPM/ System support)
Application of Billing preparation
Contract escalation process and updates
To manage the Accounts Payable process for the contract which includes:
Upload, index and code A/P invoices and work with Managers to facilitate timely A/P workflow approvals within Yardi Payscan module
Set up executed purchase orders in Yardi for accurate application and tracking of contract operating and capital expenditures
Interface with vendors, customers, executives, facility management leadership, and internal finance team to address and resolve any inquiries or issues
Respond to vendor inquiries and reconcile vendor statements
Maintain accurate A/P records and files to ensure compliance with IRS rules
To undertake the training of staff as and when required
To enable full auditable trails with, for example but not limited to, invoices, timesheets, material orders and goods received note
To be responsible for the commercial support on the contract through to the final account
Overall log book responsibility
All other work as assigned by T5 executive leadership
EDUCATION AND EXPERIENCE
Bachelor’s degree or equivalent experience, required
5+ years in a Contract Coordinator role or related experience, required
Real Estate or Property/Facilities Management Accounting experience, required
Accounts payable and job costing experience, required
KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES
Experience with the Yardi Voyager or similar accounting systems, required
Strong proficiency in the use of spreadsheets and Windows, required
Handle confidential information in a sensitive and professional manner, required
Excellent verbal, written, and interpersonal communication skills, required
Ability to manage multiple tasks under strict deadlines while working independently, required
Ability to interact professionally with all levels of the organization, required
Exceptional organizational, quantitative and problem-solving skills, required
Exceptional attention to detail, required
Ability to approach problems both logically and creatively, required
A drive to exceed expectations and be part of a dynamic growing organization, required
An energetic self-starter with a “can-do / whatever it takes” attitude who can perform under pressure, work successfully on tight deadlines, and identify and resolve problems as they arise, required