Administrative and Billing Coordinator – Part-Time

PEMY Consulting, Inc., a specialized engineering consulting firm in Martinez, California, is seeking an experienced and dependable administrative professional to support our billing, proposals, project records, and general business operations.

This is a part-time position of approximately 20 - 30 hours per week. The work will be primarily remote after initial training, but the employee must live within reasonable driving distance of Martinez and be available to work onsite periodically for training, records management, and other administrative needs.

Responsibilities:

• Prepare and track client invoices, including collecting supporting timesheet and expense information
• Maintain Excel spreadsheets for proposals, project numbers, invoices, payments, and project status
• Assist with preparing and formatting proposals, quotations, reports, letters, and client correspondence
• Organize electronic project, accounting, personnel, and administrative records
• Follow up internally regarding missing timesheets, billing information, purchase orders, and documentation
• Coordinate schedules, meetings, document transmittals, and routine client communications
• Review documents and records carefully and identify discrepancies before issuance
• Provide other administrative support required by a small professional consulting firm

Required qualifications:

• At least three years of administrative, billing, project-coordination, or comparable office experience
• Strong working knowledge of Microsoft Excel, Word, Outlook, and Microsoft 365
• Experience preparing client invoices and maintaining detailed financial or project-tracking spreadsheets
• Excellent organization, proofreading, written communication, and follow-through
• Ability to work independently, manage changing priorities, and ask questions when information is incomplete
• Reliable availability during agreed weekday business hours
• Ability to work onsite periodically in Martinez, California

Because this position involves access to confidential client, financial, pricing, personnel, and business information, the successful applicant must demonstrate honesty, sound judgment, discretion, and careful handling of sensitive records. Employment will be contingent on satisfactory professional references and any lawful pre-employment screening required by PEMY.

Experience with an engineering, construction, professional-services, or project-based consulting organization is preferred but not required.

Compensation: $28-$32 per hour, depending on directly relevant experience and qualifications. Flexible scheduling is available.

Please submit a résumé and briefly describe:

• Your experience preparing and tracking client invoices.
• The types of Excel spreadsheets or business trackers you have maintained.
• Your availability and approximate distance from Martinez, California.

PEMY Consulting, Inc. is an equal-opportunity employer.

Pay: $28.00 - $32.00 per hour

Benefits:

• Flexible schedule

People with a criminal record are encouraged to apply

Work Location: Hybrid remote in Martinez, CA 94553