Job Summary:
Our structural engineering firm is seeking a detail-oriented Invoice Coordinator, Operations Specialist to support proposal development, invoicing, payroll, and project workflow management. This role requires strong writing skills, excellent organization, and the ability to manage multiple tasks across 30+ active projects.
Key Responsibilities:
Proposal & Document Preparation
- Draft client proposals based on meeting notes, project scope, and fee information provided by the owner.
- Customize proposal templates and ensure polished grammar, clarity, and professional flow.
- Prepare Construction Administration (CA) documents as needed.
Invoicing & Time Tracking
- Review employee and contractor hours to prepare accurate monthly, hourly, or CA-related invoices.
- Ensure all time entries, descriptions, and billable tasks are properly allocated.
- Maintain consistent documentation and correct formatting across all invoices.
Payroll & HR Support
- Process biweekly payroll in QuickBooks for employees and contractors.
- Review and update PTO balances as necessary.
- Maintain timekeeping accuracy and communicate discrepancies.
Project & Task Management
- Maintain and update Asana task boards for 30+ active projects.
- Add meeting notes from weekly Monday meetings to project records.
- Track deadlines, deliverables, and project statuses.
Qualifications:
- Strong written communication skills (grammar and flow are critical).
- Experience with invoicing and payroll—QuickBooks preferred.
- Familiarity with Asana or similar project management platforms.
- Ability to handle sensitive information with confidentiality.
- Highly organized, reliable, and able to work independently in a remote environment.
- Prior experience in engineering, architecture, or consulting is a plus but not required.
Schedule: Remote, Monday's preferred, Flexible on other days
Compensation: Based on experience.
Pay: $23.86 - $28.73 per hour
Expected hours: 30.0 per week
People with a criminal record are encouraged to apply
Work Location: Remote
