Project Coordinator

Woolpert; Chicago (IL); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Flexible paid time off

Career development opportunities

Health, life, vision, and dental insurance

Retirement plan

Employee assistance program

Job summary

A leading architecture and engineering firm is hiring a Project Coordinator in Chicago, IL to assist Project Managers with various tasks including project set-up and budget tracking. The ideal candidate will be organized, have exceptional communication skills, and be capable of managing multiple projects simultaneously. With a commitment to professional growth and innovative work culture, this role provides opportunities for dynamic career development alongside competitive benefits, including flexible work arrangements.

Qualifications

• 2+ years of related project coordination experience in architecture/engineering or other professional services.
• Ability to work independently and as a team member with multi-national staff.
• Desire to improve own knowledge and capabilities.

Responsibilities

• Assist Project Managers with project set-up and resource scheduling.
• Support with scope, schedule, budget tracking, and invoicing.
• Provide subcontract management support to Project Managers.
• Develop and manage data trackers.
• Support deliverable production including document editorial review.

Skills

Excellent written and verbal communication skills

Strong organization skills

Intermediate to advanced skills in Microsoft Office products

Ability to handle ambiguity

Interpersonal and team skills

Education

Associates degree in relatable field

10 years demonstratable experience in equivalent position

Tools

Microsoft Office (Word, Excel, PowerPoint)

Microsoft Project

Job description

We seek to move the world forward through innovative thinking.

Woolpert is an award-winning, global leader in architecture, engineering, and geospatial services. We blend design excellence with cutting‑edge technology to deliver exceptional client value. Our team is passionate about their work and committed to building the next generation of industry leaders, and as a certified Great Place to Work®, Woolpert embraces progress and innovation to create limitless opportunities for career growth.

Position Overview

Woolpert is hiring a Project Coordinator to support our Chicago, IL location! A successful candidate will be a proactive, self‑starter with exceptional written and verbal communication skills. Organization, time management, attention to detail and accuracy are essential to this role. This position will function within a projectized matrix organization, and candidate must be able to take on various project work from multiple sources, prioritize accordingly, and communicate workload to direct manager.

We are unable to provide visa sponsorship for this position. Applicants must already possess work authorization in the country the job is located.

What You Will Do

• Assist Project Managers with project set‑up, resource scheduling, budget development, and coordinating with Project Accountants and Project Controls staff to fulfill internal requirements.
• Support Project Managers with scope, schedule, budget tracking, change order processing, invoicing and accounts receivable collections, and monthly progress report development.
• Review project contracts to pull pertinent project information for invoicing, insurance requirements and confidentiality, and coordinate with project team to ensure they are aware of terms.
• Provide subcontract management support to Project Managers by creating and maintaining subconsultant logs, completing forms, gathering scope of work, following up on process for amendments, and reviewing/coding invoices.
• Assist Project Managers with project monitoring & controlling processes, including developing and managing data trackers, update change and issue logs, and other project‑related support duties as assigned.
• Support the creation, editing, and writing of technical narratives, basis of designs, description statements, etc.
• Set up and manage administration of project Team/SharePoint sites (as requested); manage document control processes through those sites.
• Electronic filing (on servers): being consistent and following document management policies/protocols.
• Run or review reports from financial and accounting data software.
• Support deliverable production including document editorial review, formatting, production, and compilation.
• Handle varying tasks for multiple projects concurrently.
• Work with virtual teams throughout the United States and Europe using organizational process assets (teleconferencing and videoconferencing). Will be expected to organize conference calls with project team members, track action items and notes, and facilitate resolution and follow up actions as needed within the project team.
• Candidate will be required to follow safe work practices and adhere to company guidelines and policies for planning and executing work in a safe manner.

What You Will Bring

• Excellent written and verbal communication skills.
• Interpersonal and team skills that allow you to work both independently and as a team member with multi‑national staff and teams.
• Ability to handle ambiguity and drive things to completion with minimal oversight.
• Strong organization skills, capacity to handle multiple tasks and projects concurrently while demonstrating ability to prioritize workload.
• Ability to recognize information deficiencies while having the ability to problem‑solve and fill information gaps when needed, and comfortable seeking concurrence on conclusions from senior staff or peers.
• Ownership of quality and accuracy of own work.
• Desire to improve own knowledge and capabilities.
• Intermediate to advanced skills in Microsoft Office products, primarily Word, Excel, and PowerPoint.
• Basic understanding of scheduling principles and software, or desire to learn, including Microsoft Project.
• Professionalism and discretion in all interactions, both internally and externally to the organization.
• Must be able to travel up to 10% for local, regional, and national clients and projects.

Education/Experience

• Associates degree in relatable field preferred (Architectural Technology, Civil Engineering Technology, Construction Management Technology, Engineering Technology (mechanical/electrical), for example) or alternately 10 years demonstratable experience in equivalent position in the A/E/C industry.
• Minimum of 2+ years of related project coordination experience in architecture/engineering or other professional services, preferred.

Benefits You Will Love

• Freedom to Work program: Set your own schedule and location (as appropriate).
• Principal program: Earn the opportunity to become an owner of the firm.
• Flexible paid time off/vacation: Take time off when it makes sense for you and your team.
• Career development: Explore a wide range of learning and growth opportunities within and across industries.
• Health, life, vision, and dental insurance: Cover all your medical bases.
• Paid sick time, retirement plan, fitness reimbursement, pet insurance, identity protection, technology stipend, employee assistance program, and more!

Base pay offered may vary depending on job‑related knowledge, skills, and experience.

Woolpert is an equal‑opportunity employer. Woolpert is committed to the full inclusion of all individuals and values diversity. Applicants who require accommodation during the application and interview process may request assistance by contacting [e-mail].