Project Coordinator

Job Title: Project Coordinator Job Description
The Project Coordinator supports project managers throughout the full lifecycle of civil engineering projects, with a strong focus on contracts, proposals, financial tracking, and compliance. This role prepares fee proposals, drafts contracts and subcontracts, and ensures that projects adhere to contract terms, regulatory requirements, and public sector standards. The Project Coordinator develops Work Breakdown Structures (WBS), project authorizations, and budgets, aligning all project documentation and invoicing with municipal and agency-driven guidelines. Acting as a liaison between internal teams, clients, subconsultants, and public agencies, this position plays a key role in maintaining clear communication and supporting sound financial outcomes for each project.
Responsibilities
- Support project managers across the full lifecycle of civil engineering projects, from initiation through closeout.
- Prepare fee proposals and proposal templates that comply with public sector and client-specific requirements.
- Draft contracts and subcontracts, ensuring terms are accurate, consistent, and aligned with project objectives.
- Review contracts and subcontracts for completeness, accuracy, and compliance with regulatory and agency standards.
- Develop Work Breakdown Structures (WBS), project authorizations, and project budgets in coordination with project managers.
- Align project budgets and authorizations with client invoicing requirements and public sector billing guidelines.
- Process subconsultant invoices and support accurate, timely billing in accordance with contract terms.
- Monitor project financials, including budgets, revenue, variance, and work-in-progress, using established reporting and documentation standards.
- Assist with pre-bill reviews to validate project charges, identify discrepancies, and prepare accurate invoices.
- Resolve revenue variances and support revenue recovery efforts within public funding constraints.
- Act as a liaison between internal teams, clients, subconsultants, and public agencies to ensure clear and compliant communication.
- Participate in monthly project review meetings to discuss performance, risks, and opportunities for improvement.
- Partner with Business Operations to analyze project performance and identify opportunities to improve financial outcomes.
- Prepare and manage change orders, ensuring they are properly documented, approved, and integrated into project budgets and contracts.
- Create and maintain pivot tables and VLOOKUPs in Excel to analyze project data and support financial reporting.
- Utilize Deltek, BST, or Oracle systems to manage project information, invoicing, and financial tracking.
Essential Skills
- At least 1 year of experience drafting contracts and subcontracts.
- At least 1 year of experience preparing proposal templates for professional services projects.
- At least 1 year of experience managing and documenting change orders.
- At least 1 year of experience working closely with project managers on active projects.
- Experience working for an engineering or architectural firm with revenue over $150 million.
- Ability to create pivot tables and use VLOOKUPs in Excel to analyze and manage project data.
- Proficiency with Deltek, BST, or Oracle for project accounting, invoicing, or financial management.
- Strong understanding of contract terms, compliance standards, and regulatory requirements for municipal and agency-driven projects.
- Ability to develop Work Breakdown Structures (WBS), project authorizations, and budgets.
- Strong attention to detail and accuracy in reviewing contracts, subcontracts, and financial documentation.
- Effective communication skills to liaise between internal teams, clients, subconsultants, and public agencies.
- Ability to support pre-bill reviews, resolve revenue variances, and assist with revenue recovery efforts.
Additional Skills & Qualifications
- Experience with Deltek Vantagepoint.
- Participation in an ERP implementation, preferably involving Deltek Vantagepoint.
- Familiarity with public sector billing guidelines and documentation standards.
- Background in civil engineering or architectural project environments.
- Strong analytical skills for monitoring budgets, revenue, variance, and work-in-progress.
- Ability to collaborate with Business Operations to analyze project performance and improve financial outcomes.
Work Environment
This role offers a fully remote work environment, allowing you to perform all responsibilities from your home office while collaborating closely with project managers, business operations, clients, subconsultants, and public agencies through digital communication tools. The position supports civil engineering and architectural projects for a large, revenue-strong firm and relies heavily on technology platforms such as Excel, Deltek, BST, or Oracle for project financial management and reporting. Team members consistently describe the culture as supportive and collaborative, with a strong emphasis on communication, professional growth, and shared success. Remote work is available across regions, with the exception of locations on the West Coast.
Job Type & Location
This is a Contract to Hire position based out of Springfield, MA.
Pay and Benefits
The pay range for this position is $32.00 - $37.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully remote position.
Application Deadline
This position is anticipated to close on Oct 18, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.