Project And Financial Coordinator

Job Description

The Project and Financial Coordinator provides financial, project, and administrative support to the Planning, Design & Construction (PD&C) team. This role assists PD&C's Administrative and Project team by supporting project requisitions and payments, filing of project-related documentation, project contracts and procurement, project documentation, reporting, and administrative coordination throughout the project lifecycle. The position serves as a key administrative operational support role, ensuring accuracy, compliance, and efficiency across finance and project administration processes.

1. Major Responsibility: Construction Project Financial and Accounting Support

• Support Project Managers and Planners with day-to-day financial and administrative functions for capital, renewal and other categories of projects.
• Prepare purchase requisitions, change orders, and payment documentation; ensure compliance with university policies and proper cost coding.
• Communicate with project managers to assure proper route of invoices for payment, monitor work order costs, advise on timely completion and closing of projects and work orders.
• Track invoices, payments, and financial transactions; troubleshoot discrepancies in coordination with Purchasing, Accounts Payable, and the Controller's Office.
• Monitor Planon work orders and process purchase requisitions as required.
• Prepare and distribute routine financial and project status reports.
• Assist Financial Specialist with departmental deposit, billing, journal entries and other as needed tasks.
• Serve as a point of contact for routine financial and project-related inquiries from internal stakeholders and external vendors.
• FIle project related documentation to the current version of the cloud-based document retention system, for example Redeye'.

2. Major Responsibility: Construction Project Administration & Coordination

• Assist the Project Specialist with bid/RFP and Contract processes by entering the necessary information in the project system and obtaining the required approvals.
• Track project documentation status and follow up with internal and external stakeholders as needed.
• Provide administrative support for project initiation, implementation, and closeout activities.
• Maintain project documentation, including contracts, procurement, insurance certificates, closeout materials, and others.
• Provide general administrative support to the PD&C team, including meeting coordination, document preparation, and cross-coverage during peak periods.
• Participate in team meetings and provide updates on financial or administrative matters as requested.

3. Major Responsibility: Maintain project electronic record documentation

• Maintain project electronic filing process in the record retention system (Google Drive, Redeye, Workday etc)

4. Major Responsibility: Specialized project administrative support as needed.

• Assist the Director of Project Finance and Administration to identify needs, create and streamline processes, educate project management staff regarding available resources, and help create divisional goals.
• All other duties assigned as needed.

Job Qualifications

Education and Experience

• Associate's degree (Required)
• Bachelor's Degree (Preferred)
• 3 years related experience, or the equivalent combination of education and experience. Construction project experience and AIA Contract knowledge preferred.

Job Competencies

• Familiarity with the University Financial System of record is highly preferred.
• Proficient in basic accounting concepts;
• Sound knowledge of spreadsheet and database software
• Ability to make administrative/procedural decisions and judgments.
• Ability to perform complex tasks and to prioritize multiple projects.
• Skill in the use of personal computers and related software applications.
• Ability to use independent judgment and to manage and impart information to a range of clientele.
• Strong interpersonal and communication skills and ability to establish effective business relationships with internal and external clients and vendors.
• Strong service orientation.
• Excellent time management and organizational skills in a multiple priority environment
• Solid judgment.
• Good problem solving skills.
• Approachable/Cooperative.
• Dependability/Follow through.
• Good leadership skills.
• Ability to work both independently and as part of a team.

Posted: 25-Mar-26

Location: Providence, Rhode Island

Type: Full-time

Categories: Financial, Staff/Administrative

Internal Number: 7027242

Job Posting Title: Project and Financial Coordinator

Department: Office of the Controller

Grade: Grade 8

Worker Type: Employee

Worker Sub-Type: Regular

Time Type: Full time

Scheduled Weekly Hours: 37.5

Position Work Location: Hybrid

Applicants, please note: All offers of employment are contingent upon a criminal background check and education verification satisfactory to Brown University.

Recruiting Start Date: 2026-03-13

This position is not eligible for visa sponsorship.