Project & Contracts Coordinator

About Support Vessels of Alaska, Inc.

Support Vessels of Alaska, Inc. (SVA) is an Alaska-based marine operations support company providing vessel support for projects throughout Alaska, the Pacific, and beyond. Since 2013, we have supported a wide range of offshore operations, including environmental and scientific research, surveying, marine construction, and other specialized projects in remote and challenging operating environments.

We are a hands-on, solutions-focused company that works closely with our clients to provide the vessels, crews, and operational support needed to carry out their projects safely and successfully. Our reputation has been built on professionalism, safety, reliability, and a commitment to doing what it takes to get the job done right.

Position Summary

SVA is seeking a highly organized and detail-oriented Project & Contracts Coordinator for a full-time, year-round, shore-based position at our office in Homer, Alaska. This role supports projects from initial opportunity and proposal or bid through contracting, execution, and closeout. This position coordinates project documentation, contracts, deadlines, client requirements, logistics, and follow-up while working closely with clients, company leadership, administrative staff, and vessel personnel. The ideal candidate is proactive, dependable, and comfortable managing multiple projects and priorities in a small-company environment.

Primary Responsibilities

Bids, Proposals, and Project Tracking

· Track and file all bids, proposals, and awarded contracts.

· Maintain an up-to-date tracking system for opportunities and contracted projects, including key dates, client information, primary contacts, deadlines, and status.

· Track proposal deadlines, submissions, award status, and follow-up items.

· Assist with preparing proposals and RFQ responses.

· Help ensure proposal requirements are identified, addressed, and submitted on time.

Contracts and Requirements

· Prepare contracts using SVA templates and track drafts, revisions, and redlines.

· Coordinate client-requested contract changes with leadership and, when appropriate, SVA’s insurance broker or legal counsel.

· Recognize contractual, insurance, or legal language that may require additional review and escalate questions to the appropriate advisor or decision-maker.

· Route contracts for approval and signature.

· Track insurance documents and other contractual requirements, flagging anything missing or requiring review.

· Maintain organized records of executed contracts, amendments, change orders, insurance documentation, and related records.

Project Administration

· Set up project files and document key dates, contacts, requirements, and deliverables once a project is awarded.

· Coordinate administrative information among the client, administrative staff, company leadership, and vessel personnel.

· Track milestones, outstanding items, and client requirements;
follow up until they are resolved or brought to the appropriate decision maker.

· Document changes in project scope and coordinate the supporting paperwork required for change orders or contract amendments.

· Maintain complete and organized project records through completion and closeout.

Billing Coordination

· Track contract billing milestones and provide the appropriate team member with the information and supporting documentation needed for deposits and invoicing.

· Flag additional work and approved change orders so they are captured in billing.

· Follow up on outstanding project documentation through final billing and project closeout.

Client coordination

· Serve as the client’s primary contact for routine contract and project administration following initial relationship development and commercial discussions.

· Follow up on documents, schedules, personnel lists, equipment information, insurance requirements, and other administrative needs.

· Keep leadership informed of project status and promptly elevate matters requiring approval, clarification, or a business decision.

Other responsibilities

Assist with opportunity research, company registrations and certifications, project logistics, travel and shipping coordination, document management, marketing and business development support, and other assigned administrative or project-related responsibilities as needed.

What We're Looking For

The ideal candidate will:

· Be highly organized, detail-oriented, dependable, and proactive.

· Be comfortable managing multiple projects, deadlines, and competing priorities simultaneously.

· Take initiative, anticipate upcoming needs, and consistently follow through on outstanding items.

· Have strong written and verbal communication skills and be comfortable working with clients, vendors, vessel personnel, insurance professionals, legal counsel, and company leadership.

· Be comfortable reading contracts, insurance requirements, and other business documents and identifying terms or requirements that warrant additional review.

· Have the judgment to distinguish routine administrative matters from issues that should be elevated to leadership, an insurance broker, legal counsel, or another subject-matter expert.

· Have strong attention to detail and the ability to identify missing information, conflicting requirements, unusual terms, or items requiring follow-up.

· Be comfortable asking questions and seeking clarification rather than making assumptions when contractual, insurance, or legal requirements are unclear.

· Work effectively and independently while collaborating closely with a small team.

· Be adaptable and able to shift priorities as project and operational needs change.

· Be willing to learn SVA's vessels, services, clients, and project processes.

Preferred Qualifications

· Previous experience in contract administration, project coordination, business administration, insurance, legal support, or a related field.

· Experience reviewing contracts, amendments, purchase orders, scopes of work, insurance requirements, or similar business documents.

· Experience working with attorneys, insurance brokers, clients, or other professional advisors to obtain clarification and resolve contract or compliance issues.

· Experience supporting proposals, RFQs, RFPs, government contracting, procurement, or formal bid processes is a plus.

· Strong document management, recordkeeping, and project-tracking skills.

· Proficiency with Microsoft Office and the ability to learn new software and administrative systems.

· Experience in maritime operations, construction, logistics, government contracting, professional services, or another project-based industry is helpful but not required.

Why Work for Support Vessels of Alaska?

· Full-time, year-round opportunity: Join SVA in a stable, year-round position with consistent work beyond the seasonal marine operating schedule.

· Meaningful responsibility: You'll play an important role in keeping projects organized, contracts moving, and operations supported.

· Collaborative team environment: Work closely with company leadership, administrative staff, and the operations team, with the opportunity to contribute across multiple areas of the business.

· Opportunity to learn: Gain exposure to marine operations, contracts, insurance, logistics, government contracting, and project administration.

• · Alaska-based, far-reaching operations: Be part of a Homer-based company supporting projects throughout Alaska, the Pacific, and beyond.