Senior Business Services Coordinator

Fehr & Peers•Seattle, WA

18h•$80,000 - $95,000

About The Position

Fehr & Peers is a team of collaborative transportation and business professionals who are passionate about making a positive impact in the communities we serve. We’re seeking a full-time Senior Business Services Coordinator to join our Seattle, Washington office. This role requires someone who is proactive, enthusiastic, and organized, to effectively assist clients and staff alike. The ideal candidate will be ready to support a variety of critical business functions that require both attention to detail and strong communication skills, including invoicing, accounts receivable, client communications, staff management, and project coordination support. We provide a flexible, inclusive, and fun atmosphere. Our companywide focus on career development provides staff with ample opportunity for skills development, growth, and mentorship. Join us and grow your career!

Requirements

4+ years of experience working in a professional business environment and four-year college degree or equivalent combination of education and experience
Commitment to high-quality, reliable, and timely work performance
Exceptional communication, coaching, organizational, and leadership skills
Proven ability to hold team members accountable for their responsibilities and deliverables.
Customer service mindset—proactive, solutions-oriented, with the ability to anticipate needs
Excellent time management and organizational skills—able to manage multiple tasks and deadlines, while maintaining exceptional attention to detail and professionalism
Eagerness for collaboration with a proven ability to work as part of a team, while building and maintaining strong internal and external relationships
Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees
Openness to periodically arrive early and leave late to assist with special events, typically once per quarter
Intermediate or advanced experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired)
Familiarity with general bookkeeping and financial management

Nice To Haves

Experience with Vantagepoint (or Vision) or another project management/accounting software is a plus
Experience within the A/E/C industry is a plus
Direct management experience in a professional services environment is a plus

Responsibilities

Support the Operations Manager and Administrative Team with fiscal oversight, including account receivables, budgeting, and financial statements
Assist in the tracking and measurement of project backlog
Support Operations Manager in the review of project invoices, expense reports, and weekly timesheets
Provide back-up support to Operations Manager in daily operations management tasks, such as tracking pending contracts, unassigned labor hours on timesheets, and coordinating with Corporate staff including IT team
Lead project set-up in our accounting and project management software, Vantagepoint, run reports and update project records
Follow-up on monthly invoices to ensure timely and accurate invoicing of clients
Strategize approaches for project setups and complex invoices, package and send monthly electronic invoices, and coordinate billing revisions and invoice changes
Coordinate with project managers to track accounts receivable and follow up with clients about outstanding balances
Support the Administrative Team with daily responsibilities, ensuring successful task completion and smooth business operations
Review vendor invoices and submit to Accounts Payable for processing
Coordinate administrative needs, including food and office supply orders, coordination with building management, and more
Provide support to day-to-day operations, including staffing the front desk, ordering office supplies, and meeting coordination and event setup as needed
Request and process forms like insurance certificates, W-9 and more
Act as a liaison for corporate administrative staff, facilitating relevant information sharing with the local office
Participate in a companywide administrative group focused on collaboration and enhancement of administrative services
Coordinate with administrative staff from other offices, and take on some administrative duties from other offices in times of need
Coordinate logistics for office events, such as occasional staff parties and networking events
Coordinate recruiting logistics, including the scheduling and coordination of phone interviews and in-person interviews