Project Coordinator

KPFF Special Projects Division

Since 1996, KPFF's Special Projects has been at the forefront of addressing specialized challenges in project development. With over 150+ team members in three offices strategically located in Long Beach, CA, Tacoma, WA, and Seattle, WA, our approach combines dedicated project managers, a skilled technical team, and a commitment to innovation. We offer a comprehensive range of services including civil, structural, and mechanical engineering, machinery design, construction and project management, and planning services.

We specialize in the management and design of heavy civil, structural, industrial, and waterfront infrastructure projects across the United States. Our team thrives on solving unique, multi-disciplinary challenges, collaborating closely with clients such as the Ports of Long Beach, Los Angeles, Tacoma, and Seattle, as well as various municipalities and government agencies.

KPFF’s Special Projects Division in downtown Seattle, Washington, is actively seeking a full-time Project Coordinator to contribute to our dynamic engineering, project management, and construction management projects. In this position, you will support Principals, Project Managers, design teams, and project construction management teams to deliver projects within scope, schedule, and budget. 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.

With guidance but minimal supervision, you may be responsible for the following tasks 

Contract Administration including but not limited to: 

• Processing contracts and amendments 
• Tracking certificates of insurance 
• Prepare, review, and oversee subconsultant agreements, task orders 
• Assistance with the creation and compilation of fee estimates and level of efforts 
• Finalize and execute Work Directives/Task Orders and perform contract administrative management 
• Management of contractual requirements 

Project Accounting including but not limited to: 

• Set up and manage spreadsheets for cost tracking and billing 
• Monitor contract expenditures, report variances, and assist in monthly invoicing 
• Prepare and review client invoices and progress reports monthly and as needed 
• Respond to budget, invoice, and contract inquiries from KPFF staff, clients, and subconsultants 

Project Coordination including but not limited to: 

• Provide specialized project controls, assisting in project scope, schedule, and budget monitoring 
• Set up new project files, maintain files throughout the project lifecycle, and archive closed projects 
• Develop and maintain project schedules; update and communicate milestones 
• Schedule project meetings, prepare agendas and notes, and maintain action item lists 
• Coordinate construction support activities, including shop drawing/submittal reviews and RFI routing 
• Coordinate project deliverables, QA/QC activities, and communication with clients and subconsultants 
• Prepare and/or finalize reports, memorandums, and technical documents 
• Act as the point-of-contact for project managers when they are unavailable 

Group Administration including but not limited to: 

• Develop MS Word and Excel templates to support business development and group operations 
• Support development of financial tracking tools and reports 
• Conduct research in active and potential market sectors 
• Support the development of promotional and business development materials 

What we are looking for:  

• Effective communicator: verbal and written, tailored to collaborative project environments 
• Proactive thinker: anticipates the needs of project managers and design teams 
• Critical thinker: exercises independent decision-making and problem-solving 
• Continuous learner: approaches professional growth with humility and curiosity 
• Team player: thrives in a collaborative, high-performing culture 

Position Requirements: 

• 5 years of experience in project coordination (or administration/equivalent) 
• Working knowledge of PowerPoint, SharePoint, MS Project, Bluebeam, and Smartsheet 
• Experience with accounting, invoicing, and billing 
• Experience in contract management and budget management 
• Strong organizational skills with the ability to handle multiple concurrent tasks and deadlines 
• Superior verbal and written communication skills 
• Ability to work independently and take direction from multiple levels of professional staff. 
• Professional demeanor, positive attitude, and self-motivated work ethic. 

Desired qualifications:  

• Experience in the AEC field / design-build / engineering environment 
• Experience with public sector contracting and invoicing procedures 
• Experience with construction documents (plans and specifications) 
• Technical writing certification and/or experience 
• 5 years accounting, invoicing, and billing experience, and similar 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 

Physical Demands and Work Environment:

• Duties are primarily conducted in a standard office setting, requiring prolonged periods of sitting at a desk.
• Occasionally may be required to lift objects weighing up to 15 lbs.
• Occasionally visiting project locations and performing indoor/outdoor field observations, which may involve walking, standing, kneeling, climbing stairs/ladders and navigating uneven terrain.

Culture and Benefits:

Join KPFF for a career adventure that celebrates your expertise and fuels your development. Here, autonomy and innovation converge, empowering you to tackle complex challenges and blossom into a consulting trailblazer. Our culture fosters teamwork, ownership, and common values, ensuring that your accomplishments are celebrated and your career trajectory is in your hands. At KPFF, we're not just coworkers; we're a vibrant community fueled by collaborative creativity, offering you the chance to leave a lasting mark on pioneering projects. 

We are passionate about supporting our employees through flexible and comprehensive Benefits. Our Benefits include: 

• 401(k) retirement savings plan with employer contribution (regardless of employee contribution) 
• Medical insurance (two plans available to choose from) 
• Dental insurance 
• Vision Insurance 
• Health Savings Account (HSA) with employer contribution 
• Healthcare and Dependent Care Flexible Spending Accounts (FSA) 
• Life insurance 
• KPFF Paid Family Leave 
• Short-term and Long-term disability insurance 
• Paid holidays (including two floating Holidays) 
• Paid time off (vacation, sick, jury duty) 

Other Perks: 

• Hybrid work environment 
• Professional development education opportunities 
• Mentorship program 
• Monthly social events 
• Professional Licensure Recognition Program 
• Winter parties and summer picnics 
• Office committee opportunities  
• Community projects participation  

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-$40 an hour. 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.  

About Us: 

KPFF, a multi-office, multi-discipline engineering firm, is committed to Excellence, Trust, Relationships, Stability, and Passion. With over 60 years of experience, we provide creative solutions for diverse projects, scales, and industries. Our 1,500 professionals in 29 offices nationwide thrive in a decentralized structure, offering abundant flexibility and numerous opportunities for professional growth. At KPFF, join a legacy of excellence where every team member has the opportunity to contribute to innovative solutions and impactful projects. 

KPFF is proud to be an Equal Opportunity Employer. 

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KPFF Consulting Engineers participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

KPFF Consulting Engineers is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, creed, ethnicity, national origin, religion, marital status, sex/gender (including sexual orientation or gender identity), pregnancy, veteran status, citizenship status, physical or mental disability, or any other protected basis.