Administrative & Contracts Coordinator

Reports To: COO / CEO

Position Type: Full-Time, In-Office

Centurion Planning & Design is seeking a highly organized and detail-oriented Administrative & Contracts Coordinator to join our team in our Grapevine office. This is an in office, full time position that plays a critical role in supporting the firm's financial operations, contract administration, certification management, and consultant coordination.

The successful candidate will lead accounts receivable efforts, assist with accounts payable, maintain company certifications and registrations, support contract administration activities, and serve as a key liaison with subcontractors and teaming partners. This is an in-office position that works closely with leadership, project managers, and accounting staff to ensure smooth day-to-day operations.

Experience with Ajera, Deltek Vantagepoint, or similar project-based accounting software is strongly preferred.

Essential Responsibilities

Accounts Receivable (Primary Responsibility)

• Manage the full accounts receivable process, including invoice generation, distribution, and collections.
• Monitor aging reports and proactively follow up on outstanding invoices.
• Coordinate with project managers regarding billing status and client payment issues.
• Process client payments and maintain accurate AR records.
• Prepare AR reports and support monthly financial reporting activities.

Accounts Payable Support

• Assist with vendor invoice processing and coding.
• Coordinate payment approvals and vendor communications.
• Maintain organized AP records and supporting documentation.
• Support monthly reconciliation activities.

Contract Administration

• Assist with contract execution and document management.
• Track client contracts, subconsultant agreements, amendments, and task orders.
• Maintain contract logs and ensure required documentation is properly filed.
• Support proposal and project startup activities by coordinating contract-related documentation.

Certifications & Compliance

• Maintain company certifications, registrations, and compliance requirements.
• Monitor renewal deadlines and prepare required submissions.
• Coordinate with agency representatives regarding certification requirements and updates.

Subcontractor & Prime Coordination

• Serve as a point of contact for subcontractors and teaming partners.
• Coordinate collection of insurance certificates, certifications, and required compliance documents.
• Assist with subcontract preparation and execution.
• Track subcontractor invoicing and payment status.
• Support project teams with subcontractor onboarding and documentation requirements.

Administrative Support

• Maintain electronic filing systems and company records.
• Assist with internal reporting and operational initiatives.
• Support special projects as assigned.

Qualifications

Required

• Associate's degree or equivalent experience.
• 5 years of experience in accounting, contract administration, business operations, or related administrative roles.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Ability to manage multiple priorities and deadlines simultaneously.

Preferred

• Experience in engineering, architecture, planning, consulting, or other professional services firms.
• Experience with Ajera, Deltek Vantagepoint, or other Deltek accounting/project management software.
• Knowledge of accounts receivable and accounts payable processes.
• Experience managing DBE, HUB, MWBE, SBE, or similar certification programs.
• Familiarity with contract administration and subcontractor management.

Desired Attributes

• Self-starter who takes ownership of responsibilities.
• Strong follow-through and problem-solving abilities.
• Professional and customer-service oriented.
• Comfortable working with project managers, clients, vendors, and teaming partners.
• Able to maintain confidentiality and handle sensitive financial information.

Why Join Centurion Planning & Design?

Centurion Planning & Design is a growing planning and engineering consulting firm committed to delivering exceptional service to our clients while fostering a collaborative, team-oriented culture. This position offers the opportunity to play a vital role in the firm's operational success and growth.