Project Coordinator

Kaizen Lab Inc.; Springfield, Northern (MO, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

OWN, Inc. in Springfield, MO is seeking a Project Coordinator to join our growing team. You will communicate and coordinate ongoing client projects through clerical and administrative tasks while supporting project services.

Responsibilities include tracking finances, billing support, document control, project setup, status updates, liens and COIs, submittal reviews, and coordination with external teams to ensure on-time delivery.

Qualifications

• High School Diploma or Equivalent required; college degree preferred.
• Proficient in MS Office; Deltek experience a plus.
• Strong communication, organization, and time-management abilities.

Responsibilities

• Coordinate and communicate project activities for client projects.
• Support project financial tracking, reporting, and invoicing processes.
• Maintain project documentation, files, and data in accordance with standards.
• Prepare and organize project numbers, folders, and shared drives.
• Update project information in Deltek and assist with compliance paperwork.
• Support planning, submittals, permits, and coordination with stakeholders.

Skills

Verbal and written communication

Organizational skills

Multitasking

Teamwork

Customer service

Education

High School Diploma or Equivalent

Associate degree

Bachelor's degree

Tools

Microsoft Office Suite

Deltek

Job description

OWN, Inc. is an engineering firm that believes in the power of employee-ownership. Our talented team builds futures while helping shape the built environment across the country from our offices in Missouri, Kansas, and Arkansas. We serve the Private Development and Public Infrastructure markets with core offerings of Civil Engineering, Land Surveying, and Field Services. No matter the project or scope, our clients enjoy problem-solving and service that goes beyond the expected.

We are looking for a Project Coordinator to join our growing Springfield, MO team!

The Project Coordinator communicates and coordinates the ongoing client projects by performing a variety of clerical and administrative tasks.

Responsibilities

• Deliver the OWN Experience every day by focusing on what drives our success—Clients, OWNers, Safety, Quality, and Financial Health.
• Assist with project financial tracking and reporting to ensure accuracy and timeliness.
• Support billing processes, including invoice creation, AR follow-up, and reconciliation.
• Maintain project information and data entry in accordance with OWN standards and SOPs.
• Create and organize project numbers, job folders, and shared drive directories.
• Update and maintain project information in Deltek, including mileage entries and financial data.
• Provide administrative support for project documentation, filing, and records management.
• Print, compile, and distribute plans, specifications, and other project documents.
• Prepare and track lien waivers, certificates of insurance (COIs), and related forms.
• Support the bid process, including invitations to bid (ITBs), plan room postings, and proposal coordination.
• Assist with contract preparation and execution.
• Coordinate funding documentation and assist with compliance tracking.
• Review submittals and maintain documentation in accordance with project requirements.
• Support permitting efforts, including preparation and submittal of permit applications.
• Assist with land disturbance, erosion control, and SWPPP documentation and coordination.
• Provide administrative and logistical support for project leaders on assigned projects.
• Communicate and coordinate with external project teams, consultants, and contractors.
• Support city, agency, and client communication to ensure smooth project coordination.
• Schedule and organize meetings, site visits, and project updates as needed.
• Prepare and assist with materials for client interviews, proposals, and Statements of Qualifications (SOQs).
• Assist in the preparation, review, and delivery of proposals and marketing materials.
• Support project leaders in organizing, scheduling, and documenting project milestones.
• Maintain proactive communication with internal and external stakeholders to ensure project alignment.
• Other duties as assigned

Requirements

• High School Diploma or Equivalent, associates or bachelors degree preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Able to handle multiple tasks and projects concurrently.
• Ability to work effectively in a team and thrive in a high-volume, deadline-driven work environment.
• Ability to work independently with little supervision.
• Capable of occasional travel to project sites, conferences, meetings, and other company locations.
• Valid driver’s license and clean driving record.
• Ability to lift 25 pounds.

When you join us, you can find your OWN way through:

1. Community. Giving of time, treasures, and talents to fulfill personal passions and show up in your community.

2. Empowerment. Our employees are given full reign and the trust to make decisions in the best interest of their clients and teams.

3. Flexibility. The freedom to be a professional. The freedom to be a person.

4. ESOP. Our Employee Stock Ownership Plan (ESOP) is owned 100% by employees – equitably, a fact most employee-owned firms can’t claim.

5. Having fun. Laughing, jokes, high fives, celebrations – we take our work seriously but not ourselves.

6. Teamwork. A sense of belonging, learning from those around you, and feeling like you’re on the winning team.

It is the policy of OWN, Inc. to provide equal employment opportunities to all persons without regard to their race, age, color, physical handicap or disability, military service record, religion, sex, national origin or any other categorization protected by law, and to promote the full realization of equal employment opportunity through a positive continuing program.