Project and Contract Coordinator

7 days ago

Alexandria, Virginia, United States Ibis Public Sector Full time $55,000 - $75,000
The Project and Contract Coordinator will play a key role in supporting operational efficiency, risk mitigation, and revenue realization across client engagements. This role combines project coordination, legal documentation oversight, financial tracking, and business development support, providing vital structure and consistency as the team's workload and contract complexity continue to grow.

The ideal candidate is detail-oriented, highly organized, and thrives in a fast-paced, collaborative environment. They will partner closely with project leads, legal, finance, and business development teams to maintain accuracy, compliance, and timely execution across all workstreams.

What You'll Do
Project & Operational Support
  • Provide administrative support across client engagements, including scheduling, weekly status updates, agenda development, documentation, and permissions management.
  • Support team organization and resource assignments, including project setup, timesheet approvals, and tracking billable/non-billable hours.
  • Maintain team documentation repositories (in SharePoint) to ensure consistent version control and easy access.
  • Coordinate weekly/monthly agenda prep and action item tracking for client and internal team meetings.
  • Assist with the creation and maintenance of sales decks, kickoff presentations, templates, and proposals.
Contract Support & Legal Coordination
  • Support the administrative aspects of the full contract lifecycle, from opportunity scoping (ROMs, SOW drafting, and pricing sheets) through internal legal review and final execution via DocuSign.
  • Draft, review, and maintain templates for Statements of Work (SOWs), estimates, and related scoping documentation.
  • Collaborate closely with Legal and Operations teams to manage approvals.
Financial Forecasting & Invoicing
  • Ensure all time tracking is current to maintain accurate budget burn-down and forecasting.
  • Review and approve project invoices, verifying accuracy against contracts and flagging discrepancies as needed.
  • Support routing and final approval processes in coordination with Finance leadership.
Business Development & Opportunity Tracking
  • Support business development processes by setting up new opportunities in systems, building ROMs, and drafting scopes.
  • Partner with project leads to confirm pricing, hours, and contract rate accuracy.
  • Monitor adherence to contract rate guidelines and escalate exceptions for Executive Leadership Team (ELT) review.
Marketing Support
  • Develop and maintain marketing materials, presentations, and proposal graphics to support business development efforts.
  • Coordinate branding, messaging, and outreach activities across digital platforms, events, and campaigns to strengthen the firm's market presence.
Tools & Systems Knowledge
  • Maintain organized and up-to-date digital folders in SharePoint and tracking systems for both pre- and post-award project phases.
Who You Are
  • Bachelor's degree in Business Administration, Project Management, Finance, or related field (or equivalent experience).
  • 3–5 years of experience in project coordination, contract administration, or operations support.
  • Strong understanding of business operations, contract terms, and financial tracking processes.
  • Exceptional organizational skills with a keen eye for detail and accuracy.
  • Proven ability to manage multiple priorities with competing deadlines.
  • Excellent communication and collaboration skills across teams and functions.
  • Proficiency in Microsoft Office Suite and CRM/project management tools.
  • Proficiency in Qualtrics is highly preferred
Who We Are
We are trusted digital navigators delivering customer-centric solutions to the US Government, Public Sector, and Educational Institutions. We utilize human-centered design, emerging technology, and data-driven transformation to formulate digital solutions to deliver on our client's modernization goals and improve mission performance.

We put our people first, above all else. We lead authentically and believe investing in our people is the key to our success. In doing so, we enable purposeful collaboration with our people, stakeholders, and clients, successfully striving for dynamic growth and intentional progress.
Here are some of the benefits that accompany full-time employment at Ibis:
  • We offer flexible time off for vacation and personal time. We believe in treating adults like adults and allowing for open communication between team members and their supervisors to determine proper timing and coverage.
  • Participation in the firm's Benefits Program. This Program includes medical, dental, vision, life, group voluntary benefits, individual voluntary benefits, short-term disability, flexible spending accounts and parental leave benefits.
  • Other miscellaneous benefits like Short-Term and Long-Term Disability at no cost, company-covered Life Insurance, access to group legal services, identify theft protection through LifeKeys services, etc.
  • After three months of service, you can join the company's 401(k) plan. The company contributes 3% of your salary even if you don't contribute. The company additionally matches your savings dollar for dollar up to 1% of your pay, giving you a total of 5% when you contribute 1%. You must contribute at least 1% to get the additional 1% match from the company.
The anticipated salary range for this position is $55,000-$75,000. Salary is based on a range of factors that include relevant experience, knowledge, skills, and other job-related qualifications.

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