Project Specialist

About the role

For nearly a century, Wilson & Company, Inc., Engineers & Architects, has provided award-winning engineering, architecture, planning, environmental, surveying, geospatial, and constr

Responsibilities

• Project & Contract Administration
• Review scopes of work to ensure alignment with contracts, budgets, and project execution plans
• Assist with contract reviews to identify key terms related to billing, invoicing, reporting, and compliance
• Coordinate preparation, execution, and tracking of sub-agreements, amendments, and related documentation
• Maintain organized and compliant project documentation throughout the project lifecycle
• Project Setup & Accounting Coordination
• Coordinate project setup in the firm's project accounting system (e.g., Deltek Vantagepoint), including: Project numbers and structure
• Contract values and billing terms
• Labor categories and budgets
• Serve as a liaison between Project Managers, accounting, and contracts teams to ensure accurate project initiation
• Support ongoing project maintenance related to contract modifications and financial data accuracy
• Billing & Invoice Coordination
• Support invoice preparation and internal review to ensure compliance with contract requirements
• Coordinate billing schedules, backup documentation, and submission deadlines
• Assist with resolving billing questions and discrepancies in collaboration with Project Managers and accounting
• Track invoice status and support follow‑up as needed
• Project Controls & Reporting
• Compile and maintain Business Period KPI reports and other operational metrics
• Track project data related to financial performance, workload, and utilization
• Assist with data quality control and reporting for leadership and management review
• Business Development & Pursuit Support
• Coordinate monthly Business Development (BD) meetings, including: Scheduling and logistics
• Agenda preparation
• Meeting note‑taking and documentation
• Tracking action items and follow‑up progress
• Support business development leadership in monitoring progress against BD goals and initiatives
• Maintain and update pursuit and opportunity information in CRM systems (e.g., Deltek Vantagepoint)
• Provide pursuit updates related to status, schedules, teams, and key milestones
• Assist with intake and setup of new pursuits, including data entry and coordination of required materials
• Strategic Conferences & Industry Engagement
• Support planning and coordination related to strategic conferences and industry events , including: Tracking target conferences aligned with firm strategy
• Assisting with registration coordination and deadlines
• Supporting internal planning meetings and follow‑up activities
• Track conference participation, action items, and outcomes in coordination with BD leadership
• Assist with post‑conference follow‑up tracking, including contacts, leads, and next steps
• Internal Coordination & Team Support
• Support internal "Welcome to the Team" onboarding for newly awarded projects
• Act as a central coordination point among Project Managers, Business Development, accounting, contracts, and operations teams
• Support multiple projects, pursuits, and initiatives simultaneously
• Proactively identify process gaps, missing information, or schedule conflicts and coordinate resolution
• Required Experience:
• Associate's or Bachelor's degree in business administration, marketing, construction management, finance, accounting, or a related field - or equivalent experience
• 2-5 years of experience in project coordination, business development support, operations, or project administration (professional services preferred)
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and deadlines across projects and BD initiatives
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• PMP Eligible
• Experience in an engineering, architecture, construction, or consulting firm (preferred)
• Familiarity with CRM or project accounting systems (e.g., Deltek Vantagepoint) (preferred)
• Experience supporting business development activities, pursuits, or conference coordination (preferred)
• Basic understanding of professional services contracts and billing practices (preferred)
• Job Location: Phoenix
• Annual Salary Range: $85,000 - $95,000
• Please note that Wilson & Company is not currently sponsoring applicants for work visas.

Additional Information

This position provides essential project, operational, financial, and business development support within an engineering or professional services environment. This role supports Project Managers, Business Development leadership, and operations teams by coordinating project setup, contract and subagreement administration, billing support, KPI reporting, pursuit tracking, and business development activities. This position is non‑technical and does not perform engineering design work but plays a critical role in project delivery, financial accuracy, pursuit coordination, and strategic growth initiatives.

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