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Operations Coordinator
Operations CoordinatorTelos Advisers • Newark, NJ, US
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Operations Coordinator

Operations Coordinator

Telos Advisers • Newark, NJ, US
1 day ago
Job type
  • Part-time
Job description

Company Description

Telos Advisers is an advisory firm specializing in complex transportation and infrastructure projects. Founded by former transportation executives, Telos brings expertise in infrastructure planning and development, finance, compliance, and public procurement. The company focuses on execution, helping clients define strategy, develop roadmaps, secure funding, and solve the toughest challenges. Telos works across disciplines, aligning legal, technical, and financial strategies to streamline approvals and ensure infrastructure projects advance efficiently and effectively.

Role Description

The Operations Coordinator will support the Senior Operations Manager in optimizing firm operations, managing contractor and contract lifecycles, and overseeing invoicing and financial processes. The Coordinator will provide hands-on support for all key day-to-day Operations functions and new Telos or client-specific projects as required.

Key Responsibilities

  • Provide back-up for all critical financial processes and complete daily / weekly tasks related to accurate creation of invoices for clients and consultants.
  • Ensure timely submission and payment processing of invoices.
  • Identify root causes of any invoice / payment inaccuracies or delays and make recommendations for resolution.

Time Tracking System Administration

  • Act as Associate Administrator for the timekeeping and invoicing system.
  • Ensure employees and contractors are entered into the system and can report project time and expense reports accurately and completely.
  • Assist employees and contractors with issues related to the timekeeping and invoicing system.

    • Contactor & Contract Management

  • Assist Senior Operations Manager with assigned tasks related to Contractor & Contract Management.
  • Consistently provide optimal service and support to vendors, contractors and clients during contract development and execution.

    • Operations and Strategy

  • Based on daily performance of operations work, and feedback from Telos staff, consultants and clients, identify areas for improvement and make concrete recommendations to optimize service.

    • Assist with Proposal Development

  • Create a proposal submission tracking system to ensure all requirements for completion are submitted, accurate, and complete by specified deadlines. Partner with Telos staff to identify specific proposal requirements and enter and track in tracking system.
  • Monitor required submissions and work with submission owners to ensure necessary information / documents are completed. Assist with securing and filing all required government documentation.
  • Complete final review of proposals for completeness and accuracy.

    • Other Duties as Needed

  • Provide on-site administrative and project support to Telos staff.
  • Contribute to special projects and team initiatives as needed.

    • Minimum Qualifications

  • Bachelor's degree from an accredited university.
  • 1–2 years of experience in an operations, administrative, or coordination role preferred (internships or part-time roles acceptable).

    • Skills

  • Highly proficient in the use of the following software : Microsoft Excel, Word, Outlook, Teams, Adobe Acrobat.
  • Establish and maintain business relationships that represent the ethics and values of Telos.
  • Provide exceptional customer focus and support.
  • Complete all work outputs on time and to required specifications.
  • Consistently employ critical thinking to solve problems and make delegated decisions to produce quality outputs.
  • Manage multiple tasks and proactively set priorities to complete critical work.
  • Utilize tracking systems to optimize work outputs and manage projects.
  • Work effectively and efficiently with Telos employees, consultants, vendors and clients.
  • Operate at all times with integrity and trust.
  • Consistently utilize professional verbal and written communication.

    • What We Offer

  • Competitive salary.
  • Opportunities to potentially participate in Discretionary Year-end Incentive Bonus.
  • Three weeks of Paid Time Off in addition to paid company holidays.
  • Opportunity to gain hands-on experience in business operations.
  • Exposure to contract management, invoicing, and financial processes.
  • Growth potential within a dynamic and expanding firm.

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