About Elwyn & Palmer
Elwyn & Palmer Consulting Engineers is a growing structural and geotechnical engineering firm serving architects, contractors, municipalities, institutions, businesses and property owners throughout New York State.
We are seeking a dependable, highly organized and detail-oriented Administrative & Billing Coordinator to support our daily business operations. This position is well suited for an experienced administrative professional who wants a consistent part-time schedule and enjoys helping a small professional-services firm operate efficiently.
This is more than a receptionist position. The selected candidate will assist with invoicing, accounts receivable, project administration, document preparation, scheduling and client communication.
Primary ResponsibilitiesBilling and Financial Administration
- Prepare draft client invoices using project timesheets, expenses and billing information.
- Review timesheets for missing descriptions, incorrect project numbers or incomplete entries.
- Maintain billing schedules and identify projects that are ready to be invoiced.
- Send approved invoices to clients and maintain organized billing records.
- Track outstanding accounts receivable.
- Send courteous payment reminders and follow up on overdue invoices as directed.
- Maintain records of consultant invoices, reimbursable expenses and project costs.
- Assist with basic bookkeeping coordination and communication with the firm’s accountant or payroll provider.
- Prepare routine financial and project-status reports for firm leadership.
Project and Office Administration
- Create and maintain electronic project folders.
- Enter and update project, client and contact information.
- Assist with project setup, numbering, filing and closeout.
- Maintain proposal, contract and project-tracking logs.
- Track important project deadlines, submissions and follow-up items.
- Schedule meetings, site visits, interviews and internal coordination meetings.
- Help maintain office calendars and staff schedules.
- Order office supplies and coordinate routine office services.
- Organize electronic and physical records according to firm procedures.
- Assist with general office organization and administrative tasks as needed.
Proposals, Reports and Documents
- Format proposals, letters, reports, resumes and qualification packages.
- Proofread documents for spelling, formatting, consistency and completeness.
- Convert, combine and organize PDF documents.
- Assist with preparing project sheets, staff resumes and marketing materials.
- Maintain standard templates, forms and company information.
- Help assemble proposal submissions in accordance with client or public-agency requirements.
- Coordinate signatures, attachments and final document delivery.
Client and Team Communication
- Answer and route incoming telephone calls and general email inquiries.
- Communicate professionally with clients, consultants, contractors and vendors.
- Obtain routine project information and follow up on missing administrative items.
- Assist with meeting confirmations and project correspondence.
- Provide courteous and responsive administrative support to the engineering and BIM staff.
- Handle confidential financial, employee and client information appropriately.
Required Qualifications
- Previous experience in an administrative, billing, bookkeeping, office-coordination or professional-services role.
- Strong organizational skills and attention to detail.
- Proficiency with Microsoft Word, Excel and Outlook.
- Ability to prepare professional correspondence and accurately format documents.
- Comfortable working with PDF files and document-management systems.
- Strong written and verbal communication skills.
- Ability to manage multiple assignments and meet deadlines.
- Ability to work independently after training.
- Professional judgment and discretion when handling confidential information.
- Reliable attendance and the ability to maintain a consistent weekly schedule.
Preferred Qualifications
- Experience with invoicing, accounts receivable, timesheets or project accounting.
- Experience in an architecture, engineering, construction, legal, accounting or consulting office.
- Familiarity with QuickBooks or similar accounting software.
- Experience preparing proposals, reports or qualification packages.
- Experience with Adobe Acrobat, Bluebeam Revu or similar PDF software.
- Experience with customer relationship management, project-management or timekeeping systems.
- Associate degree or higher in business administration, accounting, communications or a related field. Equivalent professional experience will be considered in place of formal education.
Schedule
The anticipated schedule is approximately 10–20 hours per week, generally during normal business hours. A consistent schedule over three or four weekdays is preferred.
The position will initially be primarily in person at our Ithaca office to allow for training and coordination. Limited remote work may be considered after the employee has demonstrated proficiency, reliability and an understanding of the firm’s procedures.
What Success Looks Like
The successful candidate will:
- Keep invoicing current and organized.
- Identify missing billing and timesheet information before deadlines.
- Maintain accurate project and client records.
- Produce professional, error-free documents.
- Follow up on assigned tasks without repeated reminders.
- Communicate clearly and professionally with clients and staff.
- Protect confidential business and client information.
- Help reduce the administrative workload currently handled by engineering staff and firm leadership.
Why Join Elwyn & Palmer
- Consistent part-time professional schedule.
- Direct involvement in the operations of a growing engineering firm.
- Varied work involving billing, project coordination, proposals and client service.
- Opportunity for increased responsibility as the firm grows.
- Professional and collaborative small-office environment.
- Potential for expanded hours based on performance and the needs of the firm.
Application Instructions
Please submit:
- A current resume.
- A brief cover letter describing your administrative and billing experience.
- Your preferred weekly schedule and general availability.
- Your desired hourly compensation within the posted range.
Pay: $24.00 - $28.00 per hour
Expected hours: 10.0 – 20.0 per week
Benefits:
- Flexible schedule
- Retirement plan
Work Location: Hybrid remote in Ithaca, NY 14850
