AME Contracts & Administrative Coordinator

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Regular AMESalary Accurate Marine Environmental, Portsmouth, VA, US

Salary Range: $50,000.00 To $60,000.00 Annually

Accurate Marine Environmental LLC (AME) is a Hampton Roads-based marine environmental services company supporting the ship repair and maritime industries. As part of Vigor Marine Group, we provide specialized industrial and environmental services including tank cleaning, chemical cleaning, hot oil flushing, wastewater treatment, and emergency spill response. Our team works closely with Navy and commercial shipyards throughout the region, providing dependable, safety-focused support in a fast-paced environment.

Position Summary

The Contracts & Administrative Coordinator provides broad administrative, contract, proposal, and billing support to the Director of Contracts, Director of Production & Contracts, Vice President, and Contract Administrator & Accounting Coordinator. This position is responsible for coordinating and organizing information from multiple sources, maintaining accurate contract and project documentation, supporting bid and proposal activities, and assisting with the collection and preparation of information needed for customer billing and invoicing.

The Contracts & Administrative Coordinator serves as a central administrative resource for the Contracts and Production & Contracts functions, helping ensure that information, documentation, and administrative tasks are completed accurately and timely. The position requires strong organization, attention to detail, follow-up, communication, and the ability to work independently while managing multiple priorities in a deadline-driven environment.

• Receive, organize, and compile information provided by company leadership for bids, quotations, proposals, and contract-related activities.
• Prepare, format, and submit bids, quotations, proposals, and related documentation in accordance with customer requirements and internal company standards.
• Track bid schedules, submission requirements, and deadlines to ensure timely completion.
• Review proposal and contract documentation for completeness, accuracy, and proper formatting prior to submission.
• Assist with gathering certifications, forms, attachments, and other supporting documentation required for bids and proposals.
• Maintain accurate logs and records of submitted, pending, and awarded bids.
• Maintain organized electronic and physical files for bids, proposals, contracts, and related project documentation.
• Assist with contract closeout documentation and ongoing document control.
• Prepare routine contract correspondence and administrative documentation as directed.

• Provide administrative support to the Contract Administrator & Accounting Coordinator in the collection and organization of information needed for customer billing and invoicing.
• Gather supporting information and documentation from the Director of Contracts, Director of Production & Contracts, Vice President, and other appropriate personnel.
• Compile and organize labor, material, purchase order, subcontractor, contract, project, and other supporting information required for billing.
• Review information received for completeness and identify missing or inconsistent documentation.
• Follow up with appropriate personnel to obtain missing information or documentation needed to support billing activities.
• Organize supporting documentation for invoice packages and maintain accurate billing-related records.
• Assist with tracking outstanding billing information and follow-up items.
• Communicate with the Contract Administrator & Accounting Coordinator regarding the status and completeness of information needed for invoicing.
• Assist with researching and resolving documentation discrepancies or missing information.
• Maintain organized electronic records supporting customer invoices and related project documentation.

This position supports the collection, organization, and preparation of billing information. Responsibility for the billing and invoicing process and coordination with the company's Accounting department remains with the Contract Administrator & Accounting Coordinator.

• Provide day-to-day administrative support to the Director of Contracts, Director of Production & Contracts, and Vice President.
• Gather information and documentation from internal personnel as requested and follow up as necessary to meet deadlines.
• Assist with scheduling, correspondence, data entry, spreadsheets, reports, and other administrative functions.
• Provide backup telephone and general office administrative support as needed.
• Assist with administrative coverage during periods of increased workload, staffing changes, or other…