Project Coordinator (Civil/Structural)

Project Coordinator (Civil/Structural)

KPFF Seattle's Civil/Structural Team is composed primarily of structural engineers who design and evaluate infrastructure that connects communities. Our work spans a wide range of bridge and heavy-civil projects, including highway and pedestrian bridges, retaining walls, culverts that support fish passage, ferry terminals, piers, wharves, and structural inspections. We take pride in our collaborative approach to consulting, partnering with clients across the industry, from small local agencies, to state transportation departments, to architects and contractors. Our team contributes to projects that range from feasibility studies, to new construction, to rehabilitation, to retrofits, always with a focus on technical excellence, environmental stewardship, and community impact.

Located in downtown Seattle, our Civil/Structural Engineering team is seeking a Project Coordinator to provide project and operations support. This position requires assistance managing and coordinating project and group logistics ranging from contract and project accounting support through all phases of project delivery (schematic design phase through construction) to group administrative, financial, and business development support. In this position, you will help principals, project managers, and other staff members deliver projects within scope, schedule, and budget and help the leadership team improve efficiency, track financial performance, and maintain a positive workplace culture.

Responsibilities:

Under minimal supervision, the selected individual will perform a variety of tasks to support successful delivery of projects and deliverables to clients. Individuals will be expected to confidently complete tasks similar in nature to the following:

• Process contracts and change orders/amendments.
• Independently set up and manage spreadsheets for fee estimates, cost tracking, and billing.
• Compile, update, and QC fee estimates.
• Compile scope of work materials
• Respond to budget, invoice, and contract inquiries from KPFF staff, clients, and subconsultants
• Prepare subconsultant agreements.
• Review subconsultant invoices
• Prepare and review client invoices and progress reports monthly and as needed
• Collaborate with project managers to prepare project progress reports.
• Work closely with accounting staff on day-to-day budget and invoicing matters

Project Coordination

• Set up new project files, maintain files throughout the project, and archive closed projects.
• Develop and maintain project schedules.
• 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.
• Facilitate effective communication with clients, subconsultants, and internal team members.
• Act as the point-of-contact in the absence of project managers.

Group Administration

• Organize monthly staff meetings.
• Organize group social, educational, and professional development activities.
• Develop MS Word and Excel templates to support business development, project delivery, and group operations.

Strategic Planning Support

• Support development of financial tracking tools and reports.
• Conduct research in active and potential market sectors.
• Support the development of promotional materials.

Minimum Qualifications:

• Bachelor's degree
• 5 years of experience in project coordination or administration
• 5 years word processing experience
• 5 years accounting, invoicing, and billing experience
• 5 years hands-on experience with accounting software
• 5 years experience in contract management
• 5 years experience consulting or working with local agencies.
• 5 years experience in budget management
• Advanced proficiency in Microsoft Excel and Word
• Effective verbal/written communications in a professional setting
• Ability to multi-task and manage multiple projects and deadlines with varying priorities
• Ability to adapt to varied working styles and personalities
• Professional demeanor, appearance, and speech
• Efficient time management
• Organized and detail oriented
• Positive and self-motivated
• Ability to work independently

Desired Qualifications:

• Working knowledge of PowerPoint, SharePoint, MS Project, Bluebeam, and Smartsheet
• Experience with construction documents (plans and specifications)
• Experience with public sector contracting and invoicing procedures
• Technical writing certification and/or experience preferred

Physical Demands:

• Duties are primarily conducted in a standard office setting, requiring prolonged periods of sitting at a desk or computer table.
• Occasionally may be required to lift objects weighing up to 15 lbs.
• Occasionally visiting project and construction sites may involve walking, standing, kneeling, or navigating uneven terrain.
• Traveling to project sites or client meetings, which may involve driving or flying.

Compensation:

The base salary for this role is competitive and will be determined based on the candidate's experience, education, and skills. The expected range for a qualified candidate is $35.00 - $40.00.

Additionally, we offer performance-based bonuses to recognize and reward outstanding contributions in each Reporting Center. During the interview process, we'll provide detailed information and address any questions you may have about the overall compensation package and benefits.

Benefits provided by KPFF include:

• An excellent 401K retirement savings plan with employer contributions
• Medical insurance
• Dental insurance, with a no-premium option
• Vision insurance, with a no-premium option
• Health Savings Account (HSA) option with employer contribution
• Medical Flexible Spending Account (FSA) option
• Dependent care FSA option
• Employee Assistance Program
• Group life insurance
• Short-term disability insurance
• Long-term disability insurance
• Seven paid holidays and two floating holidays
• 10 vacation days annually, which increases with years of service.
• 10 days of personal and sick time to care for yourself and family members.
• Up to one-week (five business days) paid jury duty per year.
• Six weeks of supplemental paid family leave
• Travel accident insurance
• Subsidized ORCA bus/rail pass

All your information will be kept confidential according to EEO guidelines.