Project Coordinator (Civil/Structural)

About the role

KPFF Seattle’s Civil/Structural Team is seeking a Project Coordinator to provide project and operations support. This position assists in managing and coordinating project and group logistics, including contract and project accounting support through all phases of project delivery (schematic design through construction), as well as group administrative, financial, and business development support. You will help principals, project managers, and staff deliver projects within scope, schedule, and budget while supporting the leadership team in improving efficiency, tracking financial performance, and maintaining a positive workplace culture.

Responsibilities

• Contract Administration & Project Accounting
  • Process contracts and change orders/amendments.
  • Independently set up and manage spreadsheets for fee estimates, cost tracking, and billing.
  • Compile, update, and QC fee estimates.
  • Compile scope of work materials.
  • Respond to budget, invoice, and contract inquiries from KPFF staff, clients, and subconsultants.
  • Prepare subconsultant agreements.
  • Review subconsultant invoices.
  • Prepare and review client invoices and progress reports monthly and as needed.
  • Collaborate with project managers to prepare project progress reports.
  • Work closely with accounting staff on day-to-day budget and invoicing matters.
• Project Coordination
  • Set up new project files, maintain files throughout the project, and archive closed projects.
  • Develop and maintain project schedules.
  • 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.
  • Facilitate effective communication with clients, subconsultants, and internal team members.
  • Act as the point-of-contact in the absence of project managers.
• Group Administration
  • Organize monthly staff meetings.
  • Organize group social, educational, and professional development activities.
  • Develop MS Word and Excel templates to support business development, project delivery, and group operations.
• Strategic Planning Support
  • Support development of financial tracking tools and reports.
  • Conduct research in active and potential market sectors.
  • Support the development of promotional materials.

Requirements

• Bachelor’s degree.
• 5 years of experience in project coordination or administration.
• 5 years of word processing experience.
• 5 years of accounting, invoicing, and billing experience.
• 5 years of hands-on experience with accounting software.
• 5 years of experience in contract management.
• 5 years of experience consulting or working with local agencies.
• 5 years of experience in budget management.
• Advanced proficiency in Microsoft Excel and Word.
• Effective verbal/written communications in a professional setting.
• Ability to multi-task and manage multiple projects and deadlines with varying priorities.
• Ability to adapt to varied working styles and personalities.
• Professional demeanor, appearance, and speech.
• Efficient time management.
• Organized and detail-oriented.
• Positive and self-motivated.
• Ability to work independently.

Qualifications

• Desired Qualifications:
  • Working knowledge of PowerPoint, SharePoint, MS Project, Bluebeam, and Smartsheet.
  • Experience with construction documents (plans and specifications).
  • Experience with public sector contracting and invoicing procedures.
  • Technical writing certification and/or experience preferred.

Physical 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.
• Occasionally visiting project and construction sites may involve walking, standing, kneeling, or navigating uneven terrain.
• Traveling to project sites or client meetings, which may involve driving or flying.

Pay

The base salary 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 - $40.00 per hour. Additionally, KPFF offers performance-based bonuses to recognize and reward outstanding contributions.

Benefits

• An excellent 401K retirement savings plan with employer contributions.
• Medical insurance.
• Dental insurance, with a no-premium option.
• Vision insurance, with a no-premium option.
• Health Savings Account (HSA) option with employer contribution.
• Medical Flexible Spending Account (FSA) option.
• Dependent care FSA option.
• Employee Assistance Program.
• Group life insurance.
• Short-term disability insurance.
• Long-term disability insurance.
• Seven paid holidays and two floating holidays.
• 10 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) paid jury duty per year.
• Six weeks of supplemental paid family leave.
• Travel accident insurance.
• Subsidized ORCA bus/rail pass.