Administrative Compliance Coordinator Philadelphia PA

Benefits

• Health insurance

Location / Travel Requirement

Candidates must live within a reasonable commuting distance of Philadelphia—generally within ~1 hour—to ensure availability for any in-person engagements.

Work may be performed remotely and/or on-site at the request of City Council. Communications, submissions, and contract documentation occur electronically. Briefings, presentations, interviews, and working sessions will be scheduled by Council as required for project progress or clarification.

Position Summary

The Administrative & Compliance Coordinator manages all compliance, documentation, and administrative functions associated with City Council policy and program development engagements. This role ensures full adherence to the City's Professional Services Small Order Purchase (PSSOP) Terms & Conditions, including documentation accuracy, disclosures, and record‑retention obligations of at least 5 years following final payment.

The Coordinator manages eContract Philly tasks, supports invoice preparation and submission, maintains required Transparency in Business disclosures, and ensures alignment with City rules on nondiscrimination, LEP access, ethics/gift restrictions, contracting disclosures, and administrative completeness. This role provides essential operational support to the engagement team.

Project Duration

This role will be for a 12‑month project period.

Expected Monthly Hours

• Month1: ~9 hours
• Months2–5: ~5 hours per month
• Month6: ~6 hours
• Months7–8: ~5 hours per month
• Month9: ~6 hours
• Months
  10–11: ~5 hours per month
• Month
  12: ~8 hours

Total Annual Commitment: ~69 hours. These hours may flex slightly based on invoicing cycles, disclosure deadlines, and eContract Philly submission requirements.

Essential Duties and Responsibilities Task A - PSSOP Documentation, Recordkeeping & Archiving (Continuous)

• Maintain all contract‑related documentation in compliance with PSSOP requirements, including audit‑ready records retained for ≥5 years.
• Organize documentation folders, naming conventions, and version control to support inspection or audit requests.
• Maintain records relating to nondiscrimination, LEP access, gift restrictions, and other contracting elements.

Task B - eContract Philly Management & Submission Support (Ongoing)

• Complete required uploads, forms, and documentation within eContract Philly, including submission checklists and attachments.
• Ensure accurate entry of firm information, financial documentation, disclosures, and submission components.
• Track deadlines and coordinate with the Engagement Manager to ensure all required documents are submitted on time.

Task C
- Invoicing Preparation, Submission & Tracking (Recurring)

• Prepare monthly invoices consistent with PSSOP requirements, ensuring required details and supporting documentation are included.
• Track invoice status, confirm receipt, and maintain documentation for audit or reconciliation purposes.
• Coordinate with team members to ensure accurate time, cost, or deliverable tracking.

Task D
- Transparency in Business Disclosures & Compliance Filings (Milestone‑Driven)

• Prepare and maintain required Transparency in Business Disclosures when contract value meets required thresholds.
• Maintain documentation supporting compliance with disclosure, minimum wage, and ethics requirements.
• Monitor disclosure schedules and coordinate timely filing.

Task E
- Administrative Coordination, Documentation Quality & Internal Controls (Continuous)

• Support the Engagement Manager in maintaining trackers, calendars, and procedural documentation.
• Ensure cross‑team administrative alignment, including file hygiene, document structure, and comment tracking.
• Assist in assembling deliverables and documentation packets for Council as needed.

Task F
- Support for City Clarifications, Investigations & Reservation‑of‑Rights Processes (As Requested)

• Prepare documentation and materials requested during City clarifications, investigations, or interviews.
• Ensure all requested records are accessible, well‑organized, and compliant with contracting requirements.
• Coordinate with the Engagement Manager to maintain consistency in responses and documentation.

Quality Assurance, Documentation & Compliance

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