Administrative Assistant

Senior Vice President - Finance and Operations Position Overview We are seeking a highly organized and detail-oriented Client Services Coordinator to provide vital administrative and clerical support to a team of four Project Managers. This role plays a key part in facilitating day-to-day project operations, including coordination of proposals (RFPs/RFQs), scheduling, documentation, invoicing and financial tracking. The ideal candidate will bring strong communication, analytical, and time-management skills, along with a proactive approach to supporting multiple projects simultaneously. Key Responsibilities Provide daily administrative support to four Project Managers, including document preparation, internal communication, and follow-ups. Coordinate and assist in the preparation and timely submission of RFP and RFQ responses. Schedule and manage meetings, including preparing agendas, recording accurate meeting minutes, and distributing follow-up actions. Maintain organized project files (digital and hard copy) including contracts, reports, and client communications. Support project billing processes by compiling time and expense data, generating invoices, and tracking billing cycles. Monitor and track project budgets, billing status, and revenue forecasts in coordination with Project Managers and accounting. Assist in monthly revenue reporting and help identify discrepancies or areas requiring follow-up. Update and maintain project tracking systems and dashboards with financial and milestone data. Prepare, proofread, and edit internal and client-facing documents for accuracy and clarity. Provide support for ad hoc administrative and project-related tasks as needed. Qualifications 2+ years of experience in an administrative, project coordination, or billing support role; experience in a project-driven environment is highly preferred. Strong understanding of billing processes, financial tracking, and revenue reporting. Excellent organizational and multitasking abilities with high attention to detail. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite Word, Excel, Outlook, and PowerPoint; experience with accounting or project management software such as QuickBooks, Deltek, Smartsheet, Asana, or MS Project is a plus. Ability to work independently while supporting a collaborative team. Associate degree or higher preferred, or equivalent work experience. Ability to handle confidential financial information with discretion. Preferred Skills Experience supporting billing and forecasting activities in a project-based or professional services firm such as architecture, engineering, or consulting. Familiarity with contract terms and financial tracking tools. Seniority level Associate Employment type Full-time Job function Administrative, Project Management, and General Business Industries Construction, Building Construction, and Real Estate #J-18808-Ljbffr Pace Properties | Avison Young