Program Coordinator

Job Summary

The D3, Project Coordinator role provides advanced administrative support for project delivery. This role is responsible for the management of documents, scheduling and attending meetings, and coordinating project tasks with project team members. Work is performed under limited supervision with latitude for independent judgement within defined work tasks.

Responsibilities

• Coordinates delivery, operations, contract and risk management alongside program manager, project managers, and task managers.
• Aid in the development and maintenance of administrative workflows, procedures, and processes.
• Supports contracting, invoicing, documentation, and audit readiness.
• Plan and attend project meetings, capture comprehensive and actionable meeting notes, distribute meeting summaries to participants, and follow-up on action items.
• Lead the logistics planning for meetings, including ensuring timely reservation of facilities, manage meal arrangements, oversee the preparation and distribution of print materials.
• Coordinate and lead communications around project delivery, develop and implement communication strategies, and ensure timely updates among team members.
• Develop, prepare and compile comprehensive presentation materials, ensuring materials are well-organized and visually appealing.
• Aid program manager and program director in basic onboarding and training for new project team members.
• Maintain health and safety plans and records, ensuring they are up-to-date and regularly review and update the documentation as needed.
• Flexibility to adapt and execute various additional assignments based on evolving needs.

Skills and Competencies

• Detail-oriented and dependable individual.
• Strong understanding of project management principles and methodologies.
• Advanced knowledge of Microsoft office and ability to use tools to enhance support provided.
• Basic knowledge of SharePoint and MS Teams.
• Advanced organization skills and ability to manage multiple tasks.
• Strong attention to detail and ability to identify and correct errors or inconsistencies.
• Ability to perform advanced technical/administrative tasks.
• Strong communication skills with ability to communicate effectively with diverse stakeholders, ensuring clarity and understanding in all interactions.

Experience

• Typically requires a minimum of 4 years of project coordination, professional, or related experience.
• Preferred Experience: Contract administration, Financial tracking, Complex logistics or operational experience.

Education

• A high school diploma, GED or equivalent is required.

Pay Range

• Location A: $59,000 - $79,000
• Location B: $64,000 - $87,000
• Location C: $70,000 - $95,000

About Brown And Caldwell

Headquartered in Walnut Creek, California, Brown and Caldwell is a full-service environmental engineering and construction services firm with 50 offices and over 2,100 professionals across North America and the Pacific. For more than 75 years, we have created leading-edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice—to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities.

Benefits and Other Compensation

• We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performance-based bonus eligibility, employee referral bonuses, tuition reimbursement, pet insurance and long-term care insurance.

Notice to Third Party Agencies

Brown and Caldwell does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with Brown and Caldwell, Brown and Caldwell reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Equal Opportunity Employer

Brown and Caldwell is proud to be an EEO/AAP Employer. Brown and Caldwell encourages protected veterans, individuals with disabilities, and applicants from all backgrounds to apply. Brown and Caldwell ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act.