Operations Coordinator

Job Description

Job Description

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 

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.