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.