ABOUT US

Business Administration Coordinator (Part-Time, Potential for Full-Time)

We are a small environmental consulting firm seeking a highly organized and proactive Business Administration Coordinator to support and streamline day-to-day business operations. This role is ideal for someone who enjoys taking ownership of administrative systems, keeping things organized, and supporting a small, technical team.

This is a part-time position (approximately 20–25 hours per week) with the potential to grow into a full-time role as responsibilities expand.

Applications will be reviewed starting April 21. Early applications are encouraged. The position will remain open until a suitable candidate is selected.

Key Responsibilities

Accounting & Financial Administration

– Prepare and issue invoices in coordination with project staff

– Track payments and follow up on outstanding invoices

– Maintain expense records and receipts

– Assist with bookkeeping and coordination with external CPA

Contracts, Insurance & Compliance

– Review and help prepare contracts and subcontracts

– Manage Certificates of Insurance (COIs) and related documentation

– Support insurance applications, renewals, and audits

– Track compliance requirements, deadlines, and key documents

Administrative Systems & Organization

– Maintain organized digital filing systems across projects and business records

– Develop and maintain templates for contracts, reports, and internal documents

– Support general administrative needs (scheduling, email coordination, etc.)

Business & HR Support

– Assist with onboarding paperwork and internal records

– Maintain training schedules and documentation

– Support general business administration tasks as needed

Project & Document Support

– Format and compile technical reports and deliverables

– Assemble figures, tables, and appendices into final PDFs

– Ensure consistency and professionalism across documents

Marketing & Media

– Maintain company website and social media pages

– Prepare promotional materials (fliers, statements of qualification, etc.)

Process Improvement

– Help organize and document internal workflows and SOPs

– Identify opportunities to improve efficiency and organization

Qualifications

– Strong organizational skills and attention to detail

– Proficiency in Microsoft Excel, Word, and PDF tools

– Ability to manage multiple tasks and work independently

– Strong written communication skills

Preferred (not required):

– Small business administrative experience

– Experience with bookkeeping, specifically QuickBooks Online

– Familiarity with contracts, insurance, or compliance processes

– Experience in consulting, engineering, or similar firms

What We’re Looking For

– Highly organized and reliable

– Comfortable working independently in a small team environment

– Proactive and willing to take ownership of tasks and systems

– Interested in helping bring structure and clarity to business operations

Growth Opportunity

This role has the potential to expand into a full-time position and grow into broader administrative or operations responsibilities over time, depending on performance and business needs.

Position Details

– Part-time: ~20–25 hours per week

– Flexible schedule (within normal business hours)

– Location: Fairbanks, AK

– Compensation: $28–$36/hour, depending on experience

– This position requires a background check and reference verification as a condition of employment.

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