Operations Coordinator / Office Administrator/Accountant

Job Title: Operations Coordinator / Office Administrator/Accountant


Work Location: Onsite @ 5340 Legacy Dr Suite 180 Plano, TX 75024


Job Type: Direct Hire/Full-time

Job Summary


We are seeking a detail-oriented Operations Coordinator / Office Administrator to support daily business operations within our engineering services firm. This role will be responsible for coordinating office activities, managing administrative functions, and assisting with financial processes including invoicing, Accounts Payable (AP), and Accounts Receivable (AR).

Key responsibilities include maintaining records, processing invoices, tracking payments, supporting project coordination, and ensuring smooth office operations. The ideal candidate will have strong organizational skills, proficiency in office software, and prior experience handling AP/AR and invoicing in a fast-paced environment.

Billing & Invoicing

• Generate client invoices based on timesheets, purchase orders, SOWs, and rate cards.
• Ensure accuracy of billing for W-2 contractors, 1099 consultants, and engineering project teams.
• Monitor aged receivables and support collections to maintain healthy cash flow.
• Coordinate with Account Managers and Recruiters for any invoice discrepancies.

Payroll Support

• Process weekly or bi-weekly payroll for contract employees.
• Validate hours submitted through timesheet tools (e.g., VectorVMS, Fieldglass, Beeline, PR Unlimited).
• Calculate overtime, per diem, reimbursements, and bonuses as applicable.
• Ensure compliance with federal and state wage laws.

Compliance & Reporting

• Assist with audits, tax filings, and financial compliance requirements.
• Maintain accurate documentation for contractor payments, W-9s, and vendor setups.
• Support preparation of financial reports for management review (P&L, forecasting, budgets).