Administrative Coordinator

The Administrative Coordinator supports the operational and financial management of Camacho projects by maintaining accurate, timely, and complete information across  and Big Time Software. This position is responsible for the daily administration of , including project onboarding, scheduling, data management, employee records and onboarding, billing support, analytics, and accounting-related information.

The Administrative Coordinator reports directly to the CEO and works closely with the Production and Sales teams to ensure that project, client, staffing, timekeeping, and financial data remain aligned. The role will also support Camacho's phased incorporation of Net Suite CRM and, in the future, Net Suite accounting with

Success in this role requires exceptional attention to detail, strong follow-through, comfort working with business software and data, and the ability to coordinate information among multiple departments while maintaining confidentiality.

• Serve as the day-to-day administrator and primary internal resource for
• Create and maintain boards, groups, items, fields, dashboards, views, automations, templates, permissions, and standardized workflows in accordance with company
• Monitor the system daily for incomplete, inconsistent, duplicate, or overdue information and work with responsible employees to correct issues promptly.
• Maintain system organization, data integrity, naming conventions, user access, documentation, and change records.
• Coordinate with the Accounting Manager and company leadership regarding requested system changes, new workflows, reporting needs, and process improvements.
• Complete assigned  training modules and remain current on the features used by Camacho. Training will be provided through 's software training
• Perform accurate and timely data entry and ongoing data management in Big Time Software, Camacho's current time-tracking system.

procedures.

modules.

• Set up new clients, opportunities, projects, phases, tasks, budgets, schedules, milestones, team assignments, and required project information in
• Confirm that approved proposals, project numbers, client contacts, fee information, billing terms, and scope details are entered accurately before work begins.
• Work directly with Sales to transition awarded opportunities into active projects and preserve complete CRM and proposal information.
• Work directly with Production leaders to develop, update, and monitor project schedules, staffing assignments, deadlines, dependencies, and workload information.
• Track project status and overdue items, communicate needed updates, and elevate unresolved scheduling or data issues to the Accounting Manager and appropriate
• Maintain project closeout records and complete system updates when projects or phases are placed on hold, completed, or closed.

department leader.

• Enter, review, reconcile, and maintain accurate client, contact, project, employee, time, billing, and accounting-related data across authorized systems.
• Support the incorporation of Net Suite CRM with , including field mapping, testing, data cleanup, process documentation, user support, and issue tracking.
• Assist with future Net Suite accounting integration with  as assigned by the Accounting Manager.
• Identify discrepancies between , Big Time, Net Suite, and supporting records; research the cause and coordinate corrections.
• Follow established controls for data entry, approvals, access, retention, confidentiality, and system changes.
• Maintain written procedures, templates, data dictionaries, and training materials for the systems and processes assigned to this position.

• Set up new employees and approved contractors in  and Big Time, including required profile information, roles, permissions, departments, labor classifications,

cost or billing rates, and project access as authorized.

• Coordinate system onboarding with Accounting, Production, Sales, and other responsible leaders so users receive appropriate access and instructions.
• Update employee information promptly when roles, rates, departments, schedules, reporting relationships, or employment status change.
• Deactivate access and complete assigned system-offboarding steps when an employee or contractor leaves the company.
• Provide routine system guidance and follow up with employees regarding missing updates, incomplete records, overdue tasks, or time-entry issues.