Project Coordinator

Project Coordinator

Puget Sound Regional Fire Authority

$5,777.66 - $7,742.66 Monthly

Kent, WA

Full-Time

Flexible / Hybrid

Strategy, Planning, and Accreditation

Closing Date : 12 / 27 / 2025 at 11 : 59 PM Pacific Time (US & Canada); Tijuana

Puget Sound Fire Overview

Puget Sound Regional Fire Authority is an internationally accredited full-service, all risk fire and rescue department that provides services to the citizens of Covington, Kent, Maple Valley, SeaTac, Tukwila, and Fire Districts 37 & 43. Our workforce is comprised of approximately 475 employees.

Work Location

Your main office will be at the PSF Fire Admin building, located at 20811 84th Ave. S. in Kent, WA. Throughout the course of your work, you may report to various stations throughout our service area.

Typical Schedule

Day shift; 10hrs / day, four days / week, or 8hrs / day, five days / week. After a training period, we may allow a HYBRID remote schedule, with a maximum of two days per week remote, but you will be required to report to work in-office at our Kent, WA location for the remainder of your work week, no exceptions.

Union Membership

No. This is a non-represented civilian position.

General Purpose

Under the supervision of the Project Management Office (PMO) Manager, the Project Coordinator provides administrative and clerical support to help ensure smooth day-to-day operation of the PMO at Puget Sound Fire (PSF). This position assists with maintaining project documentation, scheduling meetings, tracking project activities, and supporting communication among project teams and stakeholders. This role focuses on administrative coordination and accuracy in documentation to support project managers and help maintain consistency in PSF's project management practices.

Essential Functions

Administrative & Clerical Support

Provide general administrative support to the PMO Manager, PMO Coordinator, and project managers.

Schedule and coordinate project meetings, workshops, and training sessions.

Prepare agendas, take meeting minutes, and track follow-up actions.

Maintain organized and accessible electronic and physical project files.

Assist with version control and document management in SharePoint or similar tools.

Process project forms, approvals, and correspondence as directed.

Project Coordination Support

Update project trackers, calendars, and task lists in Asana or other PMO tools.

Support the intake and setup of new project requests under the direction of a project manager.

Track basic project timelines, milestones, and deliverables.

Follow up on assigned tasks and provide reminders to team members to meet deadlines.

Assist in preparing project summaries and simple status reports.

Data Entry & Reporting

Enter and maintain accurate project data in PMO systems.

Help gather and compile information for PMO reports and dashboards.

Perform quality checks on data to ensure accuracy and completeness.

Communication & Customer Service

Serve as a point of contact for project-related inquiries.

Support communication with internal departments and external partners.

Help prepare presentation materials, meeting packets, and visual updates.

Maintain confidentiality and professionalism in all communications.

Process Support

Assist in maintaining project templates, process checklists, and reference materials.

Help track lessons learned and improvement opportunities identified during projects.

Support onboarding and orientation for staff using PMO tools and systems.

Successful Incumbents for the Position Will Have

Knowledge :

General office and administrative practices and procedures.

Basic project coordination principles and terminology.

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

SharePoint or other document management systems.

Basic familiarity with project management tools such as Asana, Smartsheet, or similar.

Skills :

Strong attention to detail and organization.

Time management and prioritization in a multi-project environment.

Clear written and verbal communication.

Data entry, proofreading, and formatting of reports and documents.

Maintaining accuracy and consistency in record keeping.

Abilities :

Work cooperatively with project managers and cross-functional teams.

Handle multiple administrative tasks with minimal supervision.

Maintain confidentiality and demonstrate professionalism.

Learn and apply new systems and software tools quickly.

Support PSF's mission, vision, and core values through teamwork and service.

Skills for the Position May Be Gained Through Education, Certification, Relevant Job Experience or a Combination, Such As :

Education :

High school diploma or GED required.

Associate's degree in Business, Office Administration, or related field preferred.

Experience :

Two (2) years of progressively responsible administrative or office coordination experience.

Experience providing support to multiple team members or projects simultaneously preferred.

Preferred :

Experience in a public sector, government, or public safety environment.

Familiarity with project management tools or practices (e.g., PMBOK, Agile) a plus.

Physical Demands and Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit for extended periods of time; use hands to finger, handle, or feel; and talk and hear. The employee frequently is required to type on keyboard for extended periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and / or move up to 25 pounds.

Work is performed in a typical office environment, which includes a technical workstation, a computer room with a controlled environment, as well as working with customers on site. The noise level in the work environment is usually moderate.