Accounting & Project Coordinator

Perkins & Will Inc.; Seattle (WA); On-site; USD 63,000 - 81,000; Full time

Benefits offered by this job

Medical, dental, vision

FSA/HSA

401k with employer match

PTO and paid holidays

Short-term and long-term disability

Paid parental leave

Commuter benefits

Life insurance

Learning and development opportunities

Job summary

Perkins&Will Seattle studio is seeking a Project Coordinator to support Project Managers and Principals across practice areas. You will help draft consultant and Owner/Architect agreements, analyze project data, and keep staffing and contract records up to date.

In addition, you’ll assist with travel, meetings, invoices, and expense reporting, ensuring timely payments and smooth operations. A background in professional services and strong MS Office skills are essential for success.

Qualifications

• Bachelor’s degree preferred but not required.
• 3-5+ years of experience in a project coordinator or administrative role within a professional services environment.
• Experience in accounts receivable, payable or similar finance role.
• Experience in architecture, engineering, construction, or public sector industries is a plus.

Responsibilities

• Provides project support to Project Managers and Principals of different practice areas.
• Assists Principals and Project Managers in creating consultant agreements and/or Owner/Architect agreements using AIA software.
• Analyzes data related to projects (staffing, timelines, etc.)
• Works with Project Manager to keep staffing data up to date.
• Updates client contracts with negotiated terms and incorporates edits.
• Submits client contracts to legal department for review and tracks review process.
• Sends correspondence to Consultants and General contractors.
• Requests Certificate of Insurance certificates from legal department.
• Assist the Director of Operations/Project Managers with administrative tasks.
• Assists studio leaders with travel arrangements and/or expense reports.
• Organizes and schedules meetings and appointments related to projects and areas of practice.
• Orders lunches and sets up for internal meetings and client meetings.
• Facilitates processing of consultant invoices, including set up of consultants for AH payments, reviewing contract amounts, verifying billed amounts, reviewing reimbursable expenses, and resolving discrepancies.
• Schedule payments for consultants and respond to payment inquiries.
• Review and audit employee project expense report and route to Project Manager for approval.
• Assists project managers and principals on fee calculations and compilation of spreadsheets.

Skills

Verbal communication

Written communication

Organizational skills

Attention to detail

Time management

Independent worker

Data analysis

Education

Bachelor’s degree preferred

3-5+ years in project coordination/admin (professional services)

Tools

Deltek/Vantagepoint

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

At Perkins&Will, we take a human-centric approach to culture-building and placemaking: People are at the heart of everything we do. We believe in the power of design to enhance lives—to make the world a better, more beautiful place. Whether it’s through a workplace, a building, or an entire city, we aim to create joyful experiences that strengthen the spirit of community. Each of us has a critical role to play. Join the Perkins&Will Seattle studio and join a team that collaborates on our portfolio of exciting and innovative projects across the globe.

Common and baseline responsibilities of a Project Coordinator, include but are not limited to:

• Provides project support to Project Managers and Principals of different practice areas.
• Assists Principals and Project Managers in creating consultant agreements and/or Owner/Architect agreements using AIA software.
• Analyzes data related to projects (staffing, timelines, etc.)
• Works with Project Manager to keep staffing data up to date.
• Updates client contracts with negotiated terms and incorporates edits.
• Submits client contracts to legal department for review and tracks review process.
• Sends correspondence to Consultants and General contractors.
• Requests Certificate of Insurance certificates from legal department.
• Assist the Director of Operations/Project Managers with administrative tasks.

Based on local studio needs, the Project Coordinator may also perform the following tasks:

• Assists studio leaders with travel arrangements and/or expense reports.
• Organizes and schedules meetings and appointments related to projects and areas of practice.
• Orders lunches and sets up for internal meetings and client meetings.
• Facilitates processing of consultant invoices, including set up of consultants for AH payments, reviewing contract amounts, verifying billed amounts, reviewing reimbursable expenses, and resolving discrepancies.
• Schedule payments for consultants and respond to payment inquiries.
• Review and audit employee project expense report and route to Project Manager for approval.
• Assists project managers and principals on fee calculations and compilation of spreadsheets.

High-level Summary of Critical, Baseline Technical Skills and Certifications

• Effective verbal, written communication and organizational skills.
• Methodical and organized approach
• Strong attention to detail and excellent time management skills.
• Proven ability to execute tasks and able to work independently.
• Comfortable with analysis data and administrative tasks.

Software

• Knowledge of Microsoft Outlook, Word, Excel, Power Point.
• Deltek/Vantagepoint.

Licensure/Certifications/Education

• Bachelor’s degree preferred but not required
• 3-5+ years of experience in a project coordinator or administrative role within a professional services environment
• Experience in accounts receivable, payable or similar finance role.
• Experience in architecture, engineering, construction, or public sector industries is a plus.

Compensation & Benefits

At Perkins&Will, we foster a culture that is diverse and inclusive and strive for pay practices that are fair, and competitive and reflect our commitment to pay equity. Our compensation decisions include but are not limited to a candidate’s qualifications including skill sets, education, experience and training, licensure and certifications credentials if applicable, and business-related factors. This practice extends to all employees, including performance considerations for merit increases, job promotions, and transfer opportunities. We additionally review our pay practices, conduct pay equity audits and ensure our managers are trained in our pay practices on an annual basis. At the time of posting this job advertisement, the annual pay range for this position is between $63,000 and $80,500 commensurate with qualifications. In addition, we provide a comprehensive benefits package for full time employees including medical, dental, vision, FSA/HSA accounts, 401k with employer match, PTO and paid holidays, short-term and long-term disability, paid parental leave, commuter benefits, life insurance, and learning and development opportunities.

Equal Employment Opportunity Statement

Perkins&Will has established and adopted an Equal Employment Opportunity Employment policy (“EEO”), which is part of the Company’s Human Resources Policy. The purpose of this EEO policy is to ensure that all employment decisions are made on a non-discriminatory basis, and without regard to sex, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender identity or expression, gender reassignment, citizenship, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state, or local law. In some cases, local laws and regulations may provide greater protections than those outlined here and employees will be covered by the laws of their local jurisdiction.

Pay Transparency Nondiscrimination Provision

Perkins&Will will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.