Administrative & Compliance Coordinator, Philadelphia, PA

BVA Bears IT Solutions is seeking an Administrative & Compliance Coordinator to support policy, research, and program development initiatives for the "City of Philadelphia".

This is a part‑time position with a primarily remote work environment. While most responsibilities can be performed virtually, occasional on‑site meetings in Philadelphia may be required based on project needs.

• Health insurance

Candidates must live within a reasonable commuting distance of Philadelphia—generally within ~1 hour—to ensure availability for any in‑person engagements. Work may be performed remotely and/or on‑site at the request of City Council. Communications, submissions, and contract documentation occur electronically. Briefings, presentations, interviews, and working sessions will be scheduled by Council as required for project progress or clarification.

The Administrative & Compliance Coordinator manages all compliance, documentation, and administrative functions associated with City Council policy and program development engagements. This role ensures full adherence to the City’s Professional Services Small Order Purchase (PSSOP) Terms & Conditions, including documentation accuracy, disclosures, and record‑retention obligations of at least 5 years following final payment.

The Coordinator manages eContract Philly tasks, supports invoice preparation and submission, maintains required Transparency in Business disclosures, and ensures alignment with City rules on nondiscrimination, LEP access, ethics/gift restrictions, contracting disclosures, and administrative completeness. This role provides essential operational support to the engagement team.

This role will be for a 12 month project period.

The Administrative & Compliance Coordinator is projected to work approximately 5–9 hours per month, depending on project milestones and documentation cycles. Estimated hours by month are as follows:

• Month 1: ~9 hours
• Months 2–5: ~5 hours per month
• Month 6: ~6 hours
• Months 7–8: ~5 hours per month
• Month 9: ~6 hours
• Month 10–11: ~5 hours per month
• Month 12: ~8 hours

Total Annual Commitment: ~69 hours.

These hours may flex slightly based on invoicing cycles, disclosure deadlines, and eContract Philly submission requirements.

• Maintain all contract‑related documentation in compliance with PSSOP requirements, including audit‑ready records retained for ≥ 5 years.
• Organize documentation folders, naming conventions, and version control to support inspection or audit requests.
• Maintain records relating to nondiscrimination, LEP access, gift restrictions, and other contracting elements.

• Complete required uploads, forms, and documentation within eContract Philly, including submission checklists and attachments.
• Ensure accurate entry of firm information, financial documentation, disclosures, and submission components.
• Track deadlines and coordinate with the Engagement Manager to ensure all required documents are submitted on time.

• Prepare monthly invoices consistent with PSSOP requirements, ensuring required details and supporting documentation are included.
• Track invoice status, confirm receipt, and maintain documentation for audit or reconciliation purposes.
• Coordinate with team members to ensure accurate time, cost, or deliverable tracking.

• Prepare and maintain required Transparency in Business Disclosures when contract value meets required thresholds.
• Maintain documentation supporting compliance with disclosure, minimum wage, and ethics requirements.
• Monitor disclosure schedules and coordinate timely filing.

• Support the Engagement Manager in maintaining trackers, calendars, and procedural documentation.
• Ensure cross‑team administrative alignment, including…