Project Coordinator - job 1 of 2

A subsidiary of Veolia Group, Veolia North America (VNA) offers a full spectrum of water, waste and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. VNA helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Mass., Veolia North America has approximately 10,000 employees working at more than 350 locations across the continent. Please visit our website www.veolianorthamerica.com

Targeted Annual Pay: $100,000.00

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 Operations Manager and Project Team. This may include RFPs for subcontractors, business documentation and/or proposal development, supporting invoicing or expense tracking, revenue recognition, project documentation support, administrative tasks, and site work coordination, 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 performance, profitability, and compliance with contractual requirements.

PRIMARY DUTIES / RESPONSIBILITIES

1. Project Administration:

• Set up new projects and manage project data, including client and vendor information.
• Track project deliverables and maintain project folders.
• Process and follow up on project administration requests (e.g., certificates of insurance, bonds, master service agreements).
• Assist in project scheduling under Project Manager's guidance.
• Update CRM tools for opportunities, revenue schedules, and requirement documents.

2. Financial Management:

• Prepare project proposals and change orders in concert with the Project Manager, Account Manager, or Business Development Manager, as needed.
• Verify that project proposals and projections support the business case.
• Collaborate with project and finance team regarding monthly invoices, adhering to contract-specific instructions.
• Manage accounts receivable, in concert with Finance team and Project Manager, ensuring timely processing of invoices.
• Recognize revenue for all projects in collaboration with Project Managers and the Department Manager.
• Oversee time & expense accruals, as needed, to maintain project profitability.
• Research and resolve unbilled issues to optimize billing.
• Produce and manage subcontractor progress billing and retention schedules.

3. Time and Expense Management:

• Continually track project performance against project scope and schedule.
• Enter and review resource planning for office / field staff, as needed.
• Code team timesheets and expense reports for assigned projects, as needed.

5. Interdepartmental Collaboration:

• Attend and take minutes for team meetings, presenting updates and data as needed.
• Proactively track and set up meetings as needed for key action items.
• Work closely with Managers, Finance, Marketing, Data Analysts, Engineers, and other project staff.
• Support with monitoring team utilization and forecasts to regulate workloads.
• Provide ad hoc administrative and project support for all staff.
• Support training new hires related to group processes and standards.

6. Task Management:

• Maintain and update project data and workflows in relevant systems (e.g., Smartsheet, Google Drive, etc.).
• Review certain deliverables for quality of work and adherence to standards and procedures.

• Ensure project closeout is conducted in accordance with necessary steps and internal reviews.
• Meet with team members to facilitate task management applications, setup, and updates

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT    

• Work may be remote or hybrid.
• 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 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 (< 5% of work time). 
• The noise level in office environments is usually moderate, typical of an office setting with computers and printers.

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, BQE Core, etc).
• 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, and revenue recognition.
• Ability to work independently and collaboratively in a team environment.
• Excellent coordination skills, including project planning, scheduling, and resource management.
• 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.

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.