Project CoordinatorKPFF's Seattle location is an exciting collection of transportation and structural engineers that specialize in designing infrastructure that connects communities across the region. Our work spans over a wide range of civil development, that includes but is not limited to; bridges, highways, fish passages, culverts, ferry terminals, and other roadway and trail improvements. We take pride in our collaborative approach to consulting, partnering with clients across the industry, from small local agencies, public agencies, transit authorities, and even fellow engineers to deliver thoughtful solutions that focus on technical excellence, environmental stewardship, and community impact.Our Seattle office, located in Downtown Westlake Center, is seeking a seasoned Project Coordinator with experience in providing project and operations support to both our Civil/Structural Group and Transportation Group.
This position requires assistance managing and coordinating project and group logistics ranging from: contract and accounting support (design through construction) to group financial, administrative, and business development support.Under minimal supervision, the selected individual will perform a variety of tasks to support successful delivery of projects and deliverable to clients. Individuals will be expected to confidently complete tasks similar in nature to the following:Prepare and review project invoices and progress reportsProcess contracts and change orders/amendments/supplementsIndependently set up and manage on a consistent basis, spreadsheets for fee estimates, cost tracking, and billing.Review and process subconsultant invoicesBe able to clearly and proactively correspond with clients, organizations, and subconsultantsGenerate and compile fee documents, scopes of work, subconsultant agreements, and project schedulesCreate and maintain structured file and folder systems for project documentation, performing routine document filing and records management activities to ensure records are accurately filed, organized, and maintained throughout the project lifecycle.Organize monthly staff meetings.Schedule project meetings, prepare agendas and notes, and maintain action item lists.Coordinate construction support activities, including shop drawing/submittal reviews and Request for Information (RFI) routing and resolution.Prepare and/or finalize reports and memorandums.Coordinate project deliverables with project team and clients.Coordinate project submittal QA/QC activities.Work closely with our Accounting team on a day-to-day basis to execute project set ups, organize and manage contract tasks and budgets, and all additional invoicing matters.Provide general support to project managers and principalsProvide backup to other administrative and support staffAdapt to changing priorities and perform other duties, special projects, and assignments as needed to support project goals, team objectives, and operational needsQualificationsMinimum Qualifications:At least 4 years experience in invoicing and project contract administrationExtensive experience in general accounting practices directly such as billings, accounts payable/account receivable (AP/AR), end of year, fiscal year, and billing inquiries.Proficient in word processing, Outlook, Word, Excel, and MS Projects, SharePoint, TeamsExcellent verbal and written communication skills4 years combined minimum experience in contract management, consulting, and/or working with public & private agencies.4-5 years combined experience in budget management and trackingAbility to multitask and manage multiple projects and deadlines with varying prioritiesDemonstrate ability to work effectively in a team environment and adapt to varied working styles and personalitiesOrganized, self motivated, and detail orientedAbility to maintain a positive working environment and process independentlyDesired Qualifications:Experience with public sector contracting and invoicing proceduresWorking knowledge of frequently used software such as SharePoint, Bluebeam, and SmartsheetExperience in construction documents such as plans, specifications, permits, and proposalsTechnical writing and project management/administrative certificationsAdditional InformationPhysical Demands:Duties are primarily conducted in a standard office setting, requiring prolonged periods of sitting at a desk or computer table.Occasionally may be required to lift objects weighing up to 15 lbs.Travelling to project sites and performing field observations which may involve walking, standing, kneeling, or navigating uneven terrain.Compensation:The base compensation for this role is competitive and will be determined based on the candidate's experience, education, and skills. The expected range for a qualified candidate is $35.00 - $42.00 hourly.Additionally, we offer performance-based bonuses to recognize and reward outstanding contributions in each Reporting Center.
During the interview process, we'll provide detailed information and address any questions you may have about the overall compensation package and benefits.Benefits provided by KPFF include:An excellent 401(k) retirement savings plan with employer contributionsMedical insuranceDental insurance with a no-premium optionVision insurance with a no-premium optionHealth Savings Account (HSA) option with employer contributionMedical Flexible Spending Account (FSA) optionDependent Care FSA optionEmployee Assistance ProgramGroup life insuranceShort-term disability insuranceLong-term disability insuranceSeven paid holidays and two floating holidays10 vacation days annually, which increases with years of service.10 days of personal and sick time to care for yourself and family members.Up to one week (five business days) of paid jury duty per year.Six weeks of supplemental paid family leaveTravel accident insuranceSubsidized ORCA bus/rail passAll your information will be kept confidential according to EEO guidelines.