Project Coordinator

KPFF Consulting Engineers; Seattle (WA); On-site; USD 48,000 - 58,000; Full time

Benefits offered by this job

401(k) plan

Medical insurance

Dental insurance

Vision insurance

HSA option

FSA option

Dependent Care FSA

Employee Assistance Program

Life insurance

Short/Long-term disability

Paid holidays

Vacation days

Personal and sick time

Jury duty pay

Family leave

Transit benefits

Job summary

KPFF Consulting Engineers is seeking a seasoned Project Coordinator for our Seattle office. The role supports Civil/Structural and Transportation groups, handling invoicing, contracts, budgets, and client communications to ensure successful project delivery.

The candidate will manage contracts, change orders, fee estimates, and billing, while coordinating meetings, schedules, and documentation. Strong accounting and collaboration skills are essential for this team-based environment.

Qualifications

• 4+ years invoicing and contract administration experience.
• Strong accounting knowledge: AR/AP, year-end processes, billing inquiries.
• Proficient with MS Office suite, SharePoint, and collaboration tools.
• Excellent verbal and written communication skills.
• Experience in contract management and working with public & private agencies.
• Budget management experience and ability to track multiple projects.

Responsibilities

• Prepare and review project invoices and progress reports.
• Process contracts, change orders, amendments, and supplements.
• Set up spreadsheets for fee estimates, cost tracking, and billing.
• Review subconsultant invoices and manage project documentation.
• Coordinate project meetings, agendas, and action items.
• Support project managers and principals with project setup and budgets.

Skills

Invoicing

Contract administration

Budget management

Multitasking

Team collaboration

Communication

Tools

MS Projects

SharePoint

Teams

Outlook

Word

Excel

Job description

Company Description

KPFF, a multi-office, multi-discipline engineering firm, is committed to Excellence, Trust, Relationships, Stability, and Passion. For over 65 years KPFF has been providing creative solutions and excellent client service for a diverse range of projects and industries. Our 1,500+ professionals in 36 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 meaningful projects. To learn more about us and the projects we work on, visit our website at www.kpff.com.

Company Description

KPFF, a multi-office, multi-discipline engineering firm, is committed to Excellence, Trust, Relationships, Stability, and Passion. For over 65 years KPFF has been providing creative solutions and excellent client service for a diverse range of projects and industries. Our 1,500+ professionals in 36 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 meaningful projects. To learn more about us and the projects we work on, visit our website at www.kpff.com.

Job Description

KPFF’s Seattle location is an exciting collection of transportation and structural engineers that specialize in designing infrastructure that connects communities across the region. Our work spans over a wide range of civil development, that includes but is not limited to; bridges, highways, fish passages, culverts, ferry terminals, and other roadway and trail improvements. We take pride in our collaborative approach to consulting, partnering with clients across the industry, from small local agencies, public agencies, transit authorities, and even fellow engineers to deliver thoughtful solutions that focus on technical excellence, environmental stewardship, and community impact.

Our Seattle office, located in Downtown Westlake Center, is seeking a seasoned Project Coordinator with experience in providing project and operations support to both our Civil/Structural Group and Transportation Group. This position requires assistance managing and coordinating project and group logistics ranging from: contract and accounting support (design through construction) to group financial, administrative, and business development support.

Under Minimal Supervision, The Selected Individual Will Perform a Variety Of Tasks To Support Successful Delivery Of Projects And Deliverable To Clients. Individuals Will Be Expected To Confidently Complete Tasks Similar In Nature To The Following

• Prepare and review project invoices and progress reports
• Process contracts and change orders/amendments/supplements
• Independently set up and manage on a consistent basis, spreadsheets for fee estimates, cost tracking, and billing.
• Review and process subconsultant invoices
• Be able to clearly and proactively correspond with clients, organizations, and subconsultants
• Generate and compile fee documents, scopes of work, subconsultant agreements, and project schedules
• Create and maintain structured file and folder systems for project documentation, performing routine document filing and records management activities to ensure records are accurately filed, organized, and maintained throughout the project lifecycle.
• Organize monthly staff meetings.
• 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.
• Work closely with our Accounting team on a day-to-day basis to execute project set ups, organize and manage contract tasks and budgets, and all additional invoicing matters.
• Provide general support to project managers and principals
• Provide backup to other administrative and support staff
• Adapt to changing priorities and perform other duties, special projects, and assignments as needed to support project goals, team objectives, and operational needs

Minimum Qualifications:

• At least 4 years experience in invoicing and project contract administration
• Extensive experience in general accounting practices directly such as billings, accounts payable/account receivable (AP/AR), end of year, fiscal year, and billing inquiries.
• Proficient in word processing, Outlook, Word, Excel, and MS Projects, SharePoint, Teams
• Excellent verbal and written communication skills
• 4 years combined minimum experience in contract management, consulting, and/or working with public & private agencies.
• 4-5 years combined experience in budget management and tracking
• Ability to multitask and manage multiple projects and deadlines with varying priorities
• Demonstrate ability to work effectively in a team environment and adapt to varied working styles and personalities
• Organized, self motivated, and detail oriented
• Ability to maintain a positive working environment and process independently

Desired Qualifications

• Experience with public sector contracting and invoicing procedures
• Working knowledge of frequently used software such as SharePoint, Bluebeam, and Smartsheet
• Experience in construction documents such as plans, specifications, permits, and proposals
• Technical writing and project management/administrative certifications

Additional Information

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.
• Travelling to project sites and performing field observations which may involve walking, standing, kneeling, or navigating uneven terrain.

Compensation

The base compensation 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 - $42.00 hourly.

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 401(k) 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) of 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.

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.