Operations Coordinator

About Telos Advisers

Telos Advisers is an advisory firm specializing in the most complex transportation and infrastructure projects. Founded by former transportation executives, Telos understands firsthand the challenges of delivering highly regulated and operationally complex projects. Telos brings expertise in infrastructure planning and development, finance, compliance, and public procurement—helping clients successfully navigate the complexities of major capital projects.

Position Overview

Telos Advisers is seeking an Operations Coordinator to manage financial operations, contract administration, and proposal-compliance processes, reporting to the Senior Operations Manager. The role evaluates operational risks, resolves issues, and develops improvements that support reliable firm operations. The Coordinator exercises judgment within delegated authority, advises management on exceptions and proposed changes, and implements approved solutions. This is a full-time, in-person position based in Newark, New Jersey.

Key Responsibilities

• Manage invoicing and assess discrepancies in billing terms and payment obligations; determine corrective action within delegated authority and recommend resolution of material exceptions.
• Analyze recurring billing and payment issues, assess their financial and client-service implications, and develop controls to reduce errors and delays.
• Administer timekeeping and invoicing systems; evaluate reporting and workflow needs, establish user procedures, and implement configuration changes within approved controls.
• Manage contractor and vendor administration; interpret documentation requirements, assess exceptions, and determine necessary corrections or management review.
• Evaluate proposal requirements and compliance risks; establish review plans and work with proposal leads to resolve ambiguous submission requirements.
• Review proposal readiness and require corrections before submission; refer unresolved material risks and contractual commitments to authorized leadership.
• Evaluate process improvement alternatives, advise the Senior Operations Manager, and implement and monitor changes within delegated authority.
• Advise staff, consultants, and clients on operational requirements; resolve issues within established authority and escalate material financial, contractual, or relationship risks.
• Lead assigned operational initiatives, maintain decision records and effective controls, and perform other related duties as assigned.

Qualifications

• Three or more years of relevant experience in operations, contract administration, financial operations, or a related field, with increasing responsibility for decisions and process management preferred, inclusive of internship/externship work.
• Demonstrated ability to assess ambiguous issues, weigh alternatives, and make sound recommendations or decisions with limited day-to-day direction.
• Strong organizational and analytical skills, attention to detail, and the ability to manage competing priorities and deadlines.
• Fluency in Microsoft Office, particularly Excel, Word, Outlook, and Teams; experience with timekeeping, invoicing, or document management systems.
• Clear written and verbal communication, a service-oriented approach, and discretion when handling confidential financial, personnel, and client information.
• College degree or equivalent skill development preferred.

Why Telos Advisers

• Take ownership of core operational processes while working closely with the Senior Operations Manager and firm leadership.
• Support an experienced advisory team working on major transportation and infrastructure initiatives.
• Join a collaborative, growing firm that values accuracy, responsiveness, and practical problem-solving.
• Annual base salary of $55,000–$75,000
• Comprehensive benefits package, including: 401(k) plan and Qualified Small Employer Health Reimbursement Arrangement (QSEHRA) for individual health insurance plans
• Opportunity to participate in discretionary year-end incentive compensation.
• 15 days of paid time off (vacation and sick leave combined), in addition to 9 paid company holidays.

Equal Opportunity Employment

Telos Advisers LLC is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

How to Apply

To apply for this role, please send your resume and cover letter to Kristina Bakalian at KBakalian@telosadvisers.com