Project Coordinator

Responsibilities

• With minimal supervision and guidance, responsibilities may include:
• Project Coordination:
• Assist with project controls, assisting in project scope, schedule, and budget monitoring
• Set up new project files, maintain files throughout the project lifecycle, and archive closed projects
• Develop and maintain project schedules and communicate key milestones
• Schedule project meetings, prepare agendas and meeting notes, and track action item lists
• Coordinate construction support activities, including shop drawing/submittal reviews and RFI routing
• Coordinate project deliverables, QA/QC activities, and communication with clients and subconsultants
• Prepare and/or finalize reports, memorandums, and technical documents
• Act as the point-of-contact for project managers as needed
• Contract Administration:
• Prepare, review, and oversee contracts, amendments, subconsultant agreements, and task orders
• Track certificates of insurance and contractual compliance requirements
• Assist with the creation and compilation of fee estimates and level of efforts
• Finalize and execute Work Directives/Task Orders and perform contract administrative management
• Project Accounting:
• Set up and manage spreadsheets for cost tracking and billing
• Monitor contract expenditures, report variances, and assist in monthly invoicing
• Prepare and review client invoices and progress reports
• Respond to budget, invoice, and contract inquiries from KPFF staff, clients, and subconsultants
• Group Administration:
• Develop and maintain MS Word and Excel templates to support business development and group operations
• Support development of financial tracking tools and reports
• Conduct research in active and potential market sectors
• Support the development of promotional and business development materials

Requirements

• Effective communicator : verbal and written, tailored to collaborative project environments
• Proactive thinker : anticipates the needs of project managers and design teams
• Critical thinker : exercises independent decision-making and problem-solving
• Continuous learner : approaches professional growth with humility and curiosity
• Collaborative Team player : thrives in a collaborative, high-performing culture
• Position Requirements:
• Minimum 5 years of experience in project coordination, project administration or a related role
• Proficiency with Microsoft Office Suite, SharePoint, MS Project, Bluebeam, and Smartsheet
• Experience with accounting, invoicing, billing, and contract administration
• Strong organizational skills with the ability to manage multiple concurrent tasks and deadlines
• Superior verbal and written communication skills
• Ability to work independently while supporting multiple levels of professional staff.
• Professional demeanor, positive attitude, and self-motivated work ethic.
• Experience in the AEC field / design-build / engineering environment
• Experience with public-sector contracting and invoicing procedures
• Experience with construction documents, including plans and specifications
• Technical writing certification and/or experience
• Physical Demands and Work Environment:
• Duties are primarily conducted in a standard office setting, requiring prolonged periods of sitting at a desk.
• Occasionally may be required to lift objects weighing up to 15 lbs.
• Occasionally visiting project locations and performing indoor/outdoor field observations, which may involve walking, standing, kneeling, climbing stairs/ladders and navigating uneven terrain.
• Culture and Benefits:
• We are passionate about supporting our employees through flexible and comprehensive Benefits. Our Benefits include:
• 401(k) retirement savings plan with employer contribution (regardless of employee contribution)
• Medical insurance (two plans available to c

Benefits

Additional Information

KPFF's Special Projects Division in downtown Seattle, Washington, is seeking a full-time Project Coordinator with a minimum of five years of relevant experience to contribute to our engineering, project management, and construction management projects. In this role, you will support Principals, Project Managers, design teams, and construction management teams to help deliver projects within scope, schedule, and budget. This position supports all phases of project delivery, from schematic design through construction and closeout, by providing project coordination, contract administration, project accounting, and administrative and business development support.

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