Project Coordinator

naturaldes; Washington; Hybrid; USD 75,000 - 85,000; Full time

Benefits offered by this job

401(k) match

7 paid holidays

4 weeks paid time off

Job summary

Natural Systems Design (NSD) is seeking a Project Coordinator to support the successful delivery of river, floodplain, watershed, and coastal restoration projects. You will work with PMs and project teams to coordinate administrative and financial tasks, enabling technical staff to focus on project work.

The role includes supporting project management systems, scheduling, and workload forecasting; the ideal candidate is highly organized, proactive, and able to manage multiple priorities while

Qualifications

• Bachelor's degree or equivalent combination of education and professional experience.
• Approximately 3+ years of professional experience in project coordination and project administration.
• Demonstrated ability to organize and coordinate multiple projects, deadlines, and priorities.
• Strong written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to independently identify next steps, follow up on outstanding items, and keep projects moving forward.

Responsibilities

• Coordinate day-to-day administrative needs of active projects in collaboration with PMs.
• Assist with planning and coordinating deliverables, reviews, and submittals.
• Support document production, formatting, and delivery for reports and proposals.
• Gather information for showcase projects for closeouts, including final deliverables and documentation.
• Support project management systems, templates, checklists, and best practices.
• Maintain data for workload forecasting, backlog, and project performance reporting.
• Conduct monthly check-ins with PMs to review workload forecasts and staffing needs.
• Update project forecasts and coordinate with Operations on workload planning.
• Support monthly invoicing process, including reviewing project billing information and documentation.
• Review project charges, billing progress, budgets, and supporting documentation.

Skills

Organizational skills

Written and verbal communication

Attention to detail

MS Office proficiency

Independently identify next steps

Process improvement

Team collaboration

Education

Bachelor's degree or equivalent

Tools

VantagePoint

Microsoft Office (Outlook, Word, Excel, Teams, SharePoint)

Job description

We are Natural Systems Design, a Washington-based environmental services and consulting firm. Founded in 2003, we are an interdisciplinary team with over 50 people with office locations in Seattle, Bellingham, and Port Angeles, Washington. We focus our efforts throughout Washington State. Our company was founded and grown with the intention of being a different kind of professional services and consulting company that prioritizes its people, science, the environment, and collectively making a positive impact.

Natural Systems Design (NSD) is seeking a Project Coordinator to support the successful delivery of our river, floodplain, watershed, and coastal restoration projects. The Project Coordinator works closely with Project Managers (PMs) and project teams to coordinate the administrative and financial accounting aspects of projects, allowing PMs and technical staff to focus more of their time on project management, client relationships, and technical work. The position will also support company-wide project management systems, resource scheduling, and workload forecasting.

The ideal candidate is highly organized, proactive, comfortable managing multiple priorities, and able to anticipate what PMs, technical staff, and project teams need to keep work moving efficiently.

Position Location:(Seattle, Bellingham, or Port Angeles, Washington; and/or Remote)

We are currently using a hybrid model of in-office and remote work. For this position, our preferred candidate is located near one of our three office locations. However, the days you come into the office and thedays you work from home are always up to you. A fully remoteoptionmay be considered for qualified candidates withdemonstratedprofessional experience who currentlyresidein or are willing torelocateto Washington State.

Key Responsibilities

Project Coordination and Delivery

• Work directly with PMs to coordinate the day-to-day administrative needs of active projects.
• Assist PMs with planning and coordinating project deliverables, reviews, and submittals.
• Support document production, formatting, compilation, and delivery for reports, technical memoranda, proposals, plans, and other project deliverables.
• Gather information for showcase projects for project closeouts, including final deliverables, file organization, documentation, and other closeout requirements.

Project Management Systems and Quality Improvement

• Support PMs in effectively using NSD's project management, financial, scheduling, and document-management systems, including VantagePoint.
• Develop and maintain consistent project management tools, templates, checklists, and best practices.
• Help maintain project information and data needed for company-wide workload, backlog, forecasting, and project performance reporting.

Project Financial and Workload Support

• Conduct monthly check-ins with PMs to review project workload forecasts, including anticipated staffing needs, project schedules, upcoming milestones, and changes in workload
• Update project forecasts and coordinate with Operations to support company-wide workload planning.
• Support NSD's Accountant with the monthly invoicing process, including coordinating with PMs, compiling and reviewing project billing information, tracking invoice status, preparing supporting documentation, and following up on outstanding information needed to complete invoices accurately and on time.
• Assist PMs with invoice review, including reviewing project charges, billing progress, budget status, and supporting documentation.
• Coordinate with NSD administrative and accounting staff to resolve project billing, coding, contract, or financial questions.

Qualifications

Required

• Bachelor's degree or equivalent combination of education and relevant professional experience.
• Approximately 3+ years of professional experience in project coordination and project administration
• Demonstrated ability to organize and coordinate multiple projects, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to independently identify next steps, follow up on outstanding items, and keep projects moving forward.

Preferred

• Experience supporting engineering, environmental, restoration, architecture, construction, or other consulting projects.
• 5+ years of professional experience in project coordination and project administration
• Experience with project accounting or ERP systems such as Vantagepoint.
• Experience with project budgets, invoicing, contracts, and workload forecasting.
• Experience developing or improving project management systems and processes.

A successful Project Coordinator will be:

• Highly organized: Creates structure across multiple projects, PMs, deadlines, and deliverables.
• Detail-oriented: Tracks commitments and catches inconsistencies or missing information.
• Service-oriented: Enjoys helping PMs and project teams work more effectively.
• Comfortable with numbers: Can understand project budgets, billing, forecasting, and basic project financial information.
• A strong communicator: Communicates clearly and professionally with technical staff, clients, and partners.
• Process-minded: Looks for opportunities to make project delivery more efficient and consistent.
• Inclusive mindset and personality: promotes an inclusive and supportive work environment.

Compensation

We offer a competitive salary and benefits package, including up to a 4% match on our 401(K), 7 paid holidays plus a day of service, and 4 weeks of paid time off accrued annually. For candidates that meet our qualifications, the salary range for this position is: $75k - $85k.

Start Date

Negotiable depending on the right candidate.

Hours

We trust each other as professionals and respect each other as people. For us, this means staff have the autonomy to manage when they come into the office and when they work from home. Our staff have flexibility as hourly employees. Hourly means when needed you could work less than a 40-hour week and conversely, additional hours worked beyond 40 hours are compensated at a 1.5x hourly rate. Some variable travel to project sites and office locations is expected.

Closing Date

Applications accepted until hiring needs are met.

We are an equal opportunity employer. Candidates who identify with groups that are frequently underrepresented in the science, engineering, technology, and math fields are highly encouraged to apply. All candidates will be considered for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, or protected veteran or disabled status or any other category protected under law. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Why NSD? Here are a few reasons why you might want to work with us:

Advocacy and Actions:

We take pride in our work to make the world a better place, and we advocate, with our clients, for the actions needed to make that happen.

Challenging Projects with Rewarding Clients:

We have a constant stream of challenging and interesting projects with great clients. We solely work on projects that benefit the environment and communities and only select project partners for collaboration that align with our vision and values.

Culture:

We strive to be an inclusive, welcoming, and understanding group of individuals who are proud of our culture, passionate about our clients, and dedicated to the impact-driven purpose of our work. We’re clear on who we are, why we’re here, and what we want most to experience in our daily lives.

Flexibility:

How, when, and where you work best - works best for us. We invest in honesty and integrity, with each of us holding personal responsibility. We are accountable to ourselves, each other, and our clients.

Innovation and Excellence:

We have developed a regional reputation for being purpose-driven and delivering innovative and excellent work. Our projects require holistic, innovative problem solving, and are often ones that don’t follow a linear development path. Here is where you will find us excel.

Interdisciplinary Teams:

We work in highly interdisciplinary teams and aim to consider ecological, geomorphic, hydrological, and engineering perspectives on every technical challenge. We rely on team values in all aspects of our work, and share knowledge and experience with, and across, project teams.

Investment in Growth:

We are invested in the wellbeing of our staff, and support professional growth in technical skills, soft skills, leadership opportunities, and overall career advancement. We encourage initiative and openness to learning new things.

Knowledge of Washington Waters:

We know the waters of Washington State. We help shape the landscapes and communities in the places we work and live in.

Restoration and Resiliency:

We work exclusively on aquatic and floodplain habitat restoration, watershed analysis, and restoration planning and design, including integration of climate change risk and resiliency.

Trust and Respect:

Clear is kind. We trust each other as professionals and respect each other as people. We communicate with empathy, active listening, and timely follow up, and follow through on our deliverables.