Act as a visible point of contact for office logistics, contributing to a smooth and well‑run workplace.
Own and maintain operational monthly and annual calendars and follow up with teams on deadlines throughout the year.
Lead organization and archiving efforts, establishing processes to ensure records are maintained appropriately and addressing legacy file storage.
Manage office equipment, furniture, and supplies, coordinating with employees and vendors to evaluate needs and costs.
Partner with Communications team to ensure PowerPoint presentations and templates are consistent in formatting, branding, and presentation quality across Shared Services.
Partner with cross-functional teams to develop and maintain standard operating procedures (SOPs).
Coordinate incoming and outgoing mail as well as travel arrangements and expense reports for Principals and Directors as needed.
Maintain and distribute annual business reference guides and quarterly Shared Services report to operations and leadership groups across KPFF.
Workplace Experience & Culture
Work with the Director of People Services to facilitate and continuously improve employee onboarding, ensuring new employees feel welcome, prepared, and supported from day one.
Serve as a community builder by creating opportunities for connection, and fostering team engagement through celebrations, social gatherings, and community service events.
Develop and maintain an employee-facing SharePoint site, working with all teams to incorporate relevant and engaging content.
Coordinate all internal meetings, including scheduling, technology, catering, agendas, and materials.
Organize and schedule engineering project site visits for Shared Services employees.
Track employee participation in KPFF's internal education and professional development programs.
Insurance & Safety
Partner with commercial insurance contact to support insurance and safety operations, including managing auto, property, workers' comp claims, and coordinating annual certificates of insurance (COIs).
Serve as part of KPFF Safety Committee, co-developing presentations and reviewing safety policies
Develop and execute safety onboarding, training, and ergonomic guidelines for Shared Services employes.
Who We're Looking For:
6-9 years of experience in an office or professional setting. Previous office management experience preferred.
Proficiency with Microsoft 365, including PowerPoint, Word, Excel, and SharePoint.
Experience using a ticketing system to intake, track, and resolve requests.
Demonstrated project management skills, with strength in people coordination and process execution.
Experience partnering closely with senior leaders and principals.
Highly organized and efficient with strong follow-through, prioritization, and time management.
Strong interpersonal and communication skills; build culture through employee-focused processes.
Proactive and self-directed; anticipates needs, identifies gaps, and acts without waiting for direction.
Physical Demands and Work Environment:
Duties are typically performed in a normal office environment while sitting at a desk.
Ability to actively engage with a computer for several hours per day and communicate over the telephone or virtual meeting platforms.
May occasionally need to lift items up to 15 lbs.
Work in downtown Seattle office 5 days/week, with flexible work hours between 7 am and 5 pm
Culture and Benefits :
At KPFF, we're not just coworkers; we're a vibrant community fueled by collaborative creativity, offering you the stage to leave a lasting mark through:
Impact: Your work elevates the employee experience and ensures scalable, compliant operations.
Autonomy + Support: Enjoy independence within a stable environment and collaborative team.
Growth: Experience learning opportunities and the freedom to engineer better processes and solutions.
Community: Be part of a purpose‑driven firm that invests in people and the communities we serve.
Benefits
We are passionate about supporting our employees through flexible and comprehensive Benefits:401(k) retirement savings plan with employer contributionMedical insuranceDental insuranceVision insuranceHealth Savings Account (HSA) with employer contributionHealthcare and Dependent Care Flexible Spending Accounts (FSA)Life insuranceKPFF Paid Family LeaveShort-term and Long-term disability insuranceHealth insurance401(k)Remote work optionsFlexible schedule
Additional Information
Join our team as a Shared Services Operations Manager. Shared Services supports finance, payroll, HR, and IT operations across KPFF. In this role, you'll help keep our teams connected and supported-whether they work in-office or remotely-by managing operational needs, resources, and communications across locations. You'll lead workplace and employee-experience efforts and partner with vendors and internal teams to ensure consistent, reliable support. You'll also drive process and project improvements that strengthen how we work and scale best practices across the team.
Kpffconsultingengineers · Seattle, WA