T&E Project Coordinator

Mid-America Regional Council•Kansas City, MO

3d•$25 - $30•Hybrid

About The Position

The Mid-America Regional Council (MARC) is seeking a detail-oriented Transportation/Environment Project Coordinator to support the fiscal, administrative and project coordination needs of the Transportation and Environment Department. This role helps keep financial tracking and partner communication organized, accurate and moving forward. This position works closely with MARC staff in the Transportation and Environment Department, Finance staff, community partners, contractors, grantees and subrecipients. The coordinator provides hands-on support for contract administration, procurement tracking, invoice and payment review, grant compliance, documentation and project communication so department projects are completed accurately and on time.

Requirements

Bachelor’s degree in accounting, business, finance, public administration or a related field.
Five or more years of successful and progressively responsible related work experience.
Three of more years of experience managing review and payment of invoices for construction and consulting services, particularly those involving Davis-Bacon governed payroll.
Strong attention to detail and ability to ensure invoice information is consistent with vendor documentation, approved budgets and bid documents.
Must possess a valid driver’s license from the state of Kansas or Missouri, and be able to conduct on-site field assessments.
Must be able to travel to project or contractor sites and participate in on-site field interviews.
Clear communication. Communicate effectively in writing and verbally with staff, partners, contractors, grantees and stakeholders from diverse backgrounds.
Relationship building and teamwork. Establish and maintain effective working relationships and contribute to a collaborative team environment.
Project organization. Manage multiple tasks, timelines, files and deadlines while keeping information accurate, complete and easy to find.
Attention to detail. Review documents, invoices, schedules, budgets and records carefully to identify missing information, inconsistencies or items needing follow-up.
Grant, procurement and compliance awareness. Understand or be able to learn records administration, federal grant requirements, procurement requirements, OMB guidance, Code of Federal Regulations resources and related documentation procedures.
Financial and administrative support. Support invoice review, payment documentation, purchase orders, budget tracking, spending projections and routine administrative processes with accuracy and timeliness.
Initiative and sound judgment. Plan and complete assigned work independently, identify issues, escalate appropriately and make sound decisions using policies, procedures and available resources.
Continuous improvement. Look for practical ways to improve processes, identify practices or systems that are less effective and recommend viable solutions.
Technology proficiency. Use Word, Excel, Teams, Office 365 and shared file systems effectively, and learn new software platforms as needed.
Service mindset. Provide excellent service to internal and external customers with timely, thorough and professional responses.

Nice To Haves

Experience managing federal grants involving construction and federal reporting requirements is preferred.
Familiarity with resources that support grant management, including grant guidance, OMB requirements and the Code of Federal Regulations is preferred.

Responsibilities

Coordinate partner communication. Support communication among MARC staff, community partners, contractors, grantees and subrecipients, including meetings, webinars, trainings and project check-ins.
Maintain project records. Organize shared files, contracts, forms, audits, schedules, invoices and related records so information is complete, current and accessible.
Track projects and contracts. Monitor timelines, contract execution, amendments, extensions and milestones; verify completed work and flag follow-up needs.
Support contractor procurement. Assist with procurement steps and contractor outreach, tracking RFP schedules, proposal deadlines, interviews and required documentation.
Manage contract administration. Coordinate document creation, internal review, signatures, insurance certificates, project setup in administrative and finance systems, and long-term recordkeeping.
Manage invoices and payments. Create purchase orders; verify invoices and supporting records; route approvals; enter payments in MARC’s fiscal system; and confirm receipt.
Support Davis-Bacon and grant compliance. Review payrolls and documentation, conduct on-site interviews, and help ensure work meets federal, state and MARC requirements.
Support financial tracking and reporting. Monitor expenditures, develop spending projections and compile information for funder and stakeholder reports.
Provide administrative & meeting support. Develop agendas, minutes, meeting summaries, stakeholder updates and program impact information. Coordinate virtual and in-person meetings, maintain contact lists, respond to routine questions and keep staff and partners aligned.