Project Coordinator

England, Thims & Miller Inc.•Jacksonville, FL

11d•Onsite

About The Position

We are seeking a Project Coordinator to support project delivery and day-to-day operations for our Regulatory Planning, Transportation Planning, and Landscape Architecture teams. This role provides high-level coordination and administrative support across multiple disciplines, helping keep projects organized, schedules aligned, and teams focused on delivering excellent client outcomes. This position is ideal for someone who thrives in a fast-paced, collaborative consulting environment and enjoys working across technical teams to keep projects moving forward. The Project Coordinator plays a critical support role for Planning and Design project managers and technical staff. Responsibilities include project setup and tracking, coordination of internal and external communications, schedule management, document organization, and assistance with both client-facing and internal initiatives. This role is primarily in-person at ETM’s Jacksonville office. Limited part-time remote work may be considered, but it will present challenges in meeting daily coordination needs.

Requirements

Bachelor’s degree preferred.
Minimum 3 years of experience in a project coordination, executive assistant, paralegal, or project management support role.
Experience in planning, landscape architecture, transportation, civil engineering, real estate, or a related consulting environment is strongly preferred.
Proficiency in Microsoft Office (Excel, PowerPoint, Project, Word).
Strong organizational, time-management, and multitasking skills with a high attention to detail.
Ability to coordinate effectively across multiple disciplines and project teams.
Strong written and verbal communication skills.
Attention to detail and ability to manage competing priorities.
Comfort working with technical documents, schedules, and regulatory information.
Ability to read and interpret business documents, technical procedures, and governmental regulations.
A proactive mindset and positive attitude.
Commitment to ETM’s collaborative, family-oriented culture.

Nice To Haves

Experience with Adobe Creative Suite (InDesign, Photoshop) is a plus.
Experience with Smartsheet is a plus.

Responsibilities

Support Regulatory Planning, Transportation Planning, and Landscape Architecture projects through task tracking, schedule coordination, and document management.
Assist Project Managers with internal and external meeting coordination, including agendas, materials, and follow-up items for client, agency, and consultant coordination.
Help maintain momentum on active projects by monitoring deadlines, deliverables, and outstanding needs across multiple project types and jurisdictions.
Coordinate preparation for client meetings, public hearings, and workshops (printing, room setup, materials, and logistics).
Maintain accurate and up-to-date timesheets in Deltek, ensuring time is properly billed to projects.
Proactively manage project and client information in Deltek and HubSpot, including: Client contact information and team members Signed contracts and project folders Project status, schedules, and key data
Assist with project invoicing
Assist with pursuit tracking, including probability, fees, schedules, and project metadata for Planning, Transportation Planning, and Landscape Architecture pursuits.
Coordinate across multiple project managers and technical staff to align priorities and daily needs.
Maintain a running list of outstanding tasks and proactively follow up to ensure completion across concurrent projects and disciplines.
Support internal initiatives and process-improvement efforts related to Planning and Design services.
Maintain a high level of professionalism, discretion, and confidentiality with sensitive client and internal information.
Adapt to varying work styles and communication needs of Project Managers and leadership.
Other duties as assigned.