Project Coordinator

KPFF Consulting Engineers•Seattle, WA

12d•$35 - $42•Hybrid

About The Position

KPFF’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:

Requirements

At least 4 years experience in invoicing and project contract administration
Extensive 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, Teams
Excellent verbal and written communication skills
4 years combined minimum experience in contract management, consulting, and/or working with public & private agencies.
4-5 years combined experience in budget management and tracking
Ability to multitask and manage multiple projects and deadlines with varying priorities
Demonstrate ability to work effectively in a team environment and adapt to varied working styles and personalities
Organized, self motivated, and detail oriented
Ability to maintain a positive working environment and process independently

Nice To Haves

Experience with public sector contracting and invoicing procedures
Working knowledge of frequently used software such as SharePoint, Bluebeam, and Smartsheet
Experience in construction documents such as plans, specifications, permits, and proposals
Technical writing and project management/administrative certifications

Responsibilities

Prepare and review project invoices and progress reports
Process contracts and change orders/amendments/supplements
Independently set up and manage on a consistent basis, spreadsheets for fee estimates, cost tracking, and billing.
Review and process subconsultant invoices
Be able to clearly and proactively correspond with clients, organizations, and subconsultants
Generate and compile fee documents, scopes of work, subconsultant agreements, and project schedules
Create 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 principals
Provide backup to other administrative and support staff
Adapt to changing priorities and perform other duties, special projects, and assignments as needed to support project goals, team objectives, and operational needs