Business Service Coordinator

About Barton Associates

Barton Associates is a premier, multi-disciplinary engineering firm with a storied history of providing innovative MEP (mechanical, electrical, and plumbing/Fire Protection) design, and architectural lighting solutions. With 6 office locations, we are committed to delivering excellence in the built environment.

We take immense pride in being an Employee-Owned Firm. That means our success is your success, a fact reflected in our culture and our numerous accolades:

• Engineering News-Record (ENR) Top 100 MEP Design Firm Nationally
• Best Places to Work in PA  

At Barton Associates, we don’t just build systems; we build careers where every employee has a stake in the outcome.

The Role: The Business Service Coordinator provides high-level administrative support to the Accounting/Finance and Human Resources departments. This role requires exceptional professionalism, discretion, accuracy, and organizational skills while handling confidential employee and financial information.

The ideal candidate is team-oriented, detail-focused, dependable, and capable of managing multiple administrative responsibilities in a fast-paced environment. Responsibilities include supporting HR administrative functions, assisting with finance-related administrative tasks, invoice creation and validation, coordinating mailings and document distribution to clients, firms, vendors, owners, and customers, and ensuring timely and accurate completion of assignments.

This position serves as a key support role helping maintain efficient daily operations while fostering a collaborative and professional workplace culture.

Primary Responsibilities

Human Resources Administrative Support

• Maintain confidential employee records and HR documentation with a high degree of accuracy and discretion.
• Assist with onboarding, new hire paperwork, coordination, and employee file management.
• Support HR processes including benefit enrollment documentation, training records, policy acknowledgments, and personnel updates.
• Coordinate internal communications and scheduling for HR-related meetings and events.
• Ensure compliance with company policies and documentation standards.
• Assist with preparation and distribution of HR correspondence and reports.

Accounting & Finance Administrative Support

• Provide administrative support to the Accounting and Finance teams.
• Create, review, validate, and process invoices with a high degree of accuracy.
• Send invoices and financial documentation to vendors, customers, and clients in a timely and professional manner.
• Assist with billing, payment processing, document tracking, filing, and financial record maintenance.
• Maintain accurate financial records and assist with data entry and reconciliation tasks.
• Coordinate and organize financial documentation for internal and external use.
• Assist with vendor and customer communications regarding invoices and administrative finance tasks.

Administrative Support

• Prepare, package, and mail drawings, project documents, and correspondence to firms, owners, vendors, customers, and external partners in a timely and professional manner.
• Coordinate shipments, deliveries, and tracking of documents and materials.
• Manage and coordinate multiple calendars, schedules, meetings, and deadlines for various departments and leadership team members.
• Maintain organized filing systems, databases, and office records.
• Assist with scheduling, meeting coordination, and office communications.
• Monitor office supply inventory and coordinate replenishment as needed.
• Support special projects and provide administrative assistance across departments.
• Maintain a professional and team-centric attitude while collaborating with employees at all levels.

Qualifications

• High school diploma required; Associate degree in Business Administration, Accounting, Human Resources, or related field preferred.
• Minimum of 3 years of administrative experience supporting Finance, Accounting, HR, and/or business operations.
• Excellent proficiency in Microsoft Office Suite including Word, Excel, Outlook, PowerPoint, Teams, and Office365.
• Strong ability to manage multiple calendars, priorities, deadlines, and tasks simultaneously.
• Ability to learn new skills, systems, and processes quickly and effectively.
• Ability to work independently and collaboratively within a team environment.

What We Offer:

Barton Associates is dedicated to the well-being and financial security of our employee-owners. We provide a top-tier benefits package that consistently ranks among the best in the industry:

• Employee Ownership (ESOP): Build long-term wealth through our firm’s success.
• Health & Wellness: Comprehensive and competitive medical, dental, and vision coverage 
• Financial Security: Competitive 401(k) matching and profit-sharing opportunities.
• Work-Life Harmony: A professional yet flexible environment that respects your time.