Program Coordinator

Brown and Caldwell; Honolulu (HI); On-site; USD 64,000 - 90,000; Full time

Job summary

Brown and Caldwell is seeking a D3, Project Coordinator to provide advanced administrative support for project delivery in Maui. You will manage documents, scheduling, meetings, and coordinate tasks with the project team to enable efficient execution of the One Water recovery initiative.

The role emphasizes governance, engagement, and collaboration with county leadership and partners to advance standardized recovery operations, ensuring transparency and informed decisions for resilient

Qualifications

• 4+ years of project coordination or related experience.
• Ability to coordinate meetings, schedules, and travel logistics.
• Strong attention to detail and organizational skills.
• Experience with contract administration or financial tracking is preferred.

Responsibilities

• Coordinates delivery, operations, contract and risk management alongside program manager, project managers, and task managers.
• Assist in the development and maintenance of administrative workflows, procedures, and processes.
• Supports contracting, invoicing, documentation, and audit readiness.
• Plan and attend project meetings, capture comprehensive and actionable meeting notes, distribute meeting summaries to participants, and follow‑up on action items.
• Lead the logistics planning for meetings, including ensuring timely reservation of facilities, manage meal arrangements, oversee the preparation and distribution of print materials.
• Coordinate and lead communications around project delivery, develop and implement communication strategies, and ensure timely updates among team members.
• Develop, prepare and compile comprehensive presentation materials, ensuring materials are well‑organized and visually appealing.
• Assist program manager and program director in basic onboarding and training for new project team members.
• Maintain health and safety plans and records, ensuring they are up‑to‑date and regularly review and update the documentation as needed.
• Flexibility to adapt and execute various additional assignments based on evolving needs.

Skills

Project management

Communication

Attention to detail

Education

High school diploma

Tools

Microsoft Office

SharePoint

MS Teams

Job description

Description

Join a nationally significant recovery effort advancing a resilient, healthy Maui community. This role supports postdisaster rebuilding by aligning water, reuse, wastewater, stormwater, watershed, and cultural and historic resource outcomes under a unified One Water approach. You will serve as part of a multidisciplinary team, translating complex recovery challenges into actionable strategies through effective facilitation, engagement, and crossagency coordination that directly supports community rebuilding and long‑term sustainability.

Working alongside County leadership and partners, you will help advance standardized recovery operations, governance, and engagement practices that promote transparency, informed decision‑making, and delivery of resilient infrastructure. This work supports Maui’s long‑term recovery and climate resilience goals while ensuring that rebuilding efforts strengthen essential systems and community outcomes.

Job Summary

The D3, Project Coordinator role provides advanced administrative support for project delivery. This role is responsible for the management of documents, scheduling and attending meetings, and coordinating project tasks with project team members. Work is performed under limited supervision with latitude for independent judgement within defined work tasks.

Responsibilities

• Coordinates delivery, operations, contract and risk management alongside program manager, project managers, and task managers.
• Assist in the development and maintenance of administrative workflows, procedures, and processes.
• Supports contracting, invoicing, documentation, and audit readiness.
• Plan and attend project meetings, capture comprehensive and actionable meeting notes, distribute meeting summaries to participants, and follow‑up on action items.
• Lead the logistics planning for meetings, including ensuring timely reservation of facilities, manage meal arrangements, oversee the preparation and distribution of print materials.
• Coordination with team members to ensure all meetings are properly scheduled and tracked.
• Lead the coordination of travel logistics, ensuring timely bookings and accurate itineraries.
• Lead efforts tracking project deliverables and coordinate with project team members and project schedules.
• Coordinate and lead communications around project delivery, develop and implement communication strategies, and ensure timely updates among team members.
• Develop, prepare and compile comprehensive presentation materials, ensuring materials are well‑organized and visually appealing.
• Assist program manager and program director in basic onboarding and training for new project team members.
• Maintain health and safety plans and records, ensuring they are up‑to‑date and regularly review and update the documentation as needed.
• Flexibility to adapt and execute various additional assignments based on evolving needs.

Mentorship

• May provide mentorship, guidance, support, and knowledge‑sharing to help less experienced team members develop their skills and grow within their roles.

Skills and Competencies

• Detail‑oriented and dependable individual.
• Strong understanding of project management principles and methodologies.
• Advanced knowledge of Microsoft Office and ability to use tools to enhance support provided.
• Basic knowledge of SharePoint and MS Teams.
• Advanced organization skills and ability to manage multiple tasks.
• Strong attention to detail and ability to identify and correct errors or inconsistencies.
• Ability to perform advanced technical/administrative tasks.
• Strong communication skills with ability to communicate effectively with diverse stakeholders, ensuring clarity and understanding in all interactions.

Experience

• Typically requires a minimum of 4 years of project coordination, professional, or related experience.

Preferred Experience

• Contract administration
• Financial tracking
• Complex logistics or operational experience
• Ideal candidates have more than 10 years of work experience in architectural, engineering, and construction related fields.

Education

• A high school diploma, GED or equivalent is required.

Compensation

Salary Range: The anticipated starting pay range for this position is based on the employee’s primary work location and may be more or less depending upon skills, experience, and education. These ranges may be modified in the future.

Location A: $59,000 - $79,000
Location B: $64,000 - $87,000
Location C: $70,000 - $95,000

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.

Benefits and Other Compensation

We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long‑term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performance‑based bonus eligibility, employee referral bonuses, tuition reimbursement, pet insurance and long‑term care insurance. Click here to see our full list of benefits.

About Brown and Caldwell

Headquartered in Walnut Creek, California, Brown and Caldwell is a full‑service environmental engineering and construction services firm with 50 offices and over 2,100 professionals across North America and the Pacific. For more than 75 years, we have created leading‑edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice‑to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities. For more information, visit www.brownandcaldwell.com

This position is subject to a pre‑employment background check and a pre‑employment drug test.

Notice to Third Party Agencies: Brown and Caldwell does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with Brown and Caldwell, Brown and Caldwell reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Brown and Caldwell is proud to be an EEO/AAP Employer. Brown and Caldwell encourages protected veterans, individuals with disabilities, and applicants from all backgrounds to apply. Brown and Caldwell ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act.

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.