AME Contracts & Administrative Coordinator

Job Description

Job Description

About Accurate Marine Environmental

Accurate Marine Environmental LLC (AME) is a Hampton Roads-based marine environmental services company supporting the ship repair and maritime industries. As part of Vigor Marine Group, we provide specialized industrial and environmental services including tank cleaning, chemical cleaning, hot oil flushing, wastewater treatment, and emergency spill response. Our team works closely with Navy and commercial shipyards throughout the region, providing dependable, safety-focused support in a fast-paced environment.

Position Summary

The Contracts & Administrative Coordinator provides broad administrative, contract, proposal, and billing support to the Director of Contracts, Director of Production & Contracts, Vice President, and Contract Administrator & Accounting Coordinator. This position is responsible for coordinating and organizing information from multiple sources, maintaining accurate contract and project documentation, supporting bid and proposal activities, and assisting with the collection and preparation of information needed for customer billing and invoicing.

The Contracts & Administrative Coordinator serves as a central administrative resource for the Contracts and Production & Contracts functions, helping ensure that information, documentation, and administrative tasks are completed accurately and timely. The position requires strong organization, attention to detail, follow-up, communication, and the ability to work independently while managing multiple priorities in a deadline-driven environment.

Key Responsibilities

Contract & Proposal Administration

• Receive, organize, and compile information provided by company leadership for bids, quotations, proposals, and contract-related activities.
• Prepare, format, and submit bids, quotations, proposals, and related documentation in accordance with customer requirements and internal company standards.
• Track bid schedules, submission requirements, and deadlines to ensure timely completion.
• Review proposal and contract documentation for completeness, accuracy, and proper formatting prior to submission.
• Assist with gathering certifications, forms, attachments, and other supporting documentation required for bids and proposals.
• Maintain accurate logs and records of submitted, pending, and awarded bids.
• Maintain organized electronic and physical files for bids, proposals, contracts, and related project documentation.
• Assist with contract closeout documentation and ongoing document control.
• Prepare routine contract correspondence and administrative documentation as directed.

Billing & Invoice Support

• Provide administrative support to the Contract Administrator & Accounting Coordinator in the collection and organization of information needed for customer billing and invoicing.
• Gather supporting information and documentation from the Director of Contracts, Director of Production & Contracts, Vice President, and other appropriate personnel.
• Compile and organize labor, material, purchase order, subcontractor, contract, project, and other supporting information required for billing.
• Review information received for completeness and identify missing or inconsistent documentation.
• Follow up with appropriate personnel to obtain missing information or documentation needed to support billing activities.
• Organize supporting documentation for invoice packages and maintain accurate billing-related records.
• Assist with tracking outstanding billing information and follow-up items.
• Communicate with the Contract Administrator & Accounting Coordinator regarding the status and completeness of information needed for invoicing.
• Assist with researching and resolving documentation discrepancies or missing information.
• Maintain organized electronic records supporting customer invoices and related project documentation.

This position supports the collection, organization, and preparation of billing information. Responsibility for the billing and invoicing process and coordination with the company's Accounting department remains with the Contract Administrator & Accounting Coordinator.

Administrative Coordination & Department Support

• Provide day-to-day administrative support to the Director of Contracts, Director of Production & Contracts, and Vice President.
• Gather information and documentation from internal personnel as requested and follow up as necessary to meet deadlines.
• Assist with scheduling, correspondence, data entry, spreadsheets, reports, and other administrative functions.
• Provide backup telephone and general office administrative support as needed.
• Assist with administrative coverage during periods of increased workload, staffing changes, or other operational needs.
• Coordinate information between Contracts, Production, Accounting, and other departments as needed.
• Maintain organized records, files, reports, and other administrative documentation.
• Assist with special projects and other administrative assignments as directed by management.
• Identify outstanding tasks, missing information, or upcoming deadlines and take appropriate action or communicate concerns to management.
• Adapt to changing priorities and provide support across multiple functions based on departmental needs.

Records & Document Management

• Maintain accurate and organized electronic and physical filing systems for contracts, proposals, bids, project records, billing support documentation, and other company records.
• Scan, index, archive, and retrieve documents as needed.
• Ensure records are maintained in accordance with company procedures and retention requirements.
• Maintain confidentiality and exercise appropriate discretion when handling sensitive company, employee, customer, and contract information.
• Assist with document retention, organization, and file cleanup efforts.
• Ensure documents are readily accessible to authorized personnel when needed.

Core Performance Expectations

The Contracts & Administrative Coordinator is expected to:

• Maintain accurate and organized records and documentation.
• Complete assigned work accurately and within established deadlines.
• Independently organize information from multiple sources and identify missing information.
• Follow up appropriately with internal personnel to obtain information or documentation needed to complete assigned tasks.
• Demonstrate the ability to learn new processes and apply training to routine responsibilities.
• Communicate professionally and effectively with company leadership, employees, customers, and administrative personnel.
• Effectively manage multiple priorities and changing workload demands.
• Demonstrate initiative in identifying routine administrative needs and taking appropriate action without requiring repeated direction.
• Maintain a high level of attention to detail when preparing documents, records, reports, and billing support information.
• Work collaboratively with Contracts, Production, Accounting, and other departments to support company operations.

Skills & Competencies

• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and accuracy in document preparation, data entry, recordkeeping, and information management.
• Ability to gather, organize, and compile information from multiple sources.
• Ability to independently follow up with internal personnel to obtain required information and documentation.
• Strong written and verbal communication skills.
• Professional and cooperative approach to working with management and coworkers.
• Strong proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Ability to learn and effectively use company software and electronic filing systems.
• Strong document management and administrative coordination abilities.
• Ability to maintain confidentiality and exercise discretion with sensitive information.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to adapt to changing priorities and workload demands.
• Demonstrated initiative, reliability, and sound judgment.

Required Qualifications

• High school diploma or equivalent.
• Minimum of two years of experience in administrative support, contract administration, accounting support, project coordination, or a related field.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Demonstrated ability to organize and compile information accurately from multiple sources.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Strong organizational and document management skills.
• Ability to work independently and follow through on assignments with minimal supervision.

Preferred Qualifications

• Associate degree or additional administrative, accounting, business, or related training.
• Experience in contract administration, proposal coordination, billing support, invoicing, estimating support, or project administration.
• Experience compiling supporting documentation for customer invoices or billing packages.
• Experience working with contracts, purchase orders, project documentation, or customer billing information.
• Experience in the maritime, ship repair, construction, industrial services, or government contracting industries.
• Familiarity with electronic document management and accounting or ERP systems.
• Experience working in a deadline-driven environment with multiple departments or organizational stakeholders.

Physical & Work Environment Requirements

• Primarily office-based work environment.
• Frequent computer use and administrative work requiring extended periods of sitting.
• Frequent use of telephone, email, and other electronic communication.
• May require occasional lifting of files, boxes, or office materials up to 25 pounds.
• Fast-paced work environment with frequent deadlines and changing priorities.
• Regular interaction with company leadership, Contracts, Production, Accounting, and other administrative personnel.
• May occasionally require schedule flexibility to support operational or departmental needs.