Senior Project Coordinator

Kaizen Lab Inc.; Springfield (MO); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

ESOP

Job summary

OWN, Inc. in Springfield, MO is seeking a Senior Project Coordinator to join our team. You will lead group-level coordination for project teams, ensure documentation, billing, and scheduling are organized, and support cross-department collaboration to meet deadlines.

You will mentor Project Coordinators, coordinate with Operations, and assist with bid processes and client communications. A strong emphasis on process improvement and accurate record-keeping supports our ESOP-driven, employee-owned

Qualifications

• 2 years of administrative or coordination experience in project-based environments.
• Excellent computer skills, including experience with Google Suite.
• Ability to manage competing priorities with strong time management and follow-through.
• Comfortable working across departments or supporting multiple leaders/projects at once.
• Strong customer service skills when interacting with internal and external partners.

Responsibilities

• Lead group-level coordination for assigned project teams, ensuring documentation, billing, and scheduling are organized and completed accurately.
• Work with Division Leader on process improvement efforts.
• Manage Project Coordinators, overseeing task assignments, workload balance, and performance quality.
• Attend Group and Team Leader meetings to stay aligned on project priorities and firm initiatives.
• Coordinate with Operations for project setup, including creation of project numbers and data entry in Deltek and related systems.
• Oversee preparation and processing of submittals, invoices, and project deliverables to meet deadlines.
• Support financial tracking, billing, and AR coordination across multiple active projects.
• Ensure internal systems and project tracking tools are maintained and up to date.
• Review and support bid processes, contracts, permits, and funding documentation for accuracy.
• Communicate effectively with clients, agencies, and project teams for timely responses.
• Provide training, mentorship, and technical guidance to Project Coordinators.
• Collaborate with the Lead Coordinator on division-wide process improvements and standardization.
• Support leaders and project managers with proposal preparation, interviews, and client-facing materials.
• Project research & site development coordination.

Skills

Time management

Customer service

Cross-department collaboration

Administrative coordination

Education

High School Diploma or Equivalent

Associates or Bachelor's degree preferred

Tools

Google Suite

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 Senior Project Coordinator to join our Springfield, MO team.

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

Responsibilities

• Lead group-level coordination for assigned project teams, ensuring project documentation, billing, and scheduling are organized and completed accurately.

• Works with Division Leader on process improvement efforts

• Manage Project Coordinators, overseeing task assignments, workload balance, and performance quality.

• Attend Group and Team Leader meetings to stay aligned on project priorities and firm initiatives.

• Coordinate with the Operations team for project setup, including creation of project numbers, folders, and data entry in Deltek and related systems.

• Oversee preparation and processing of submittals, invoices, and project deliverables to meet deadlines.

• Support financial tracking, billing, and AR coordination across multiple active projects.

• Ensure internal systems, project tracking tools, and digital records are consistently maintained and up to date.

• Review and support bid processes, contracts, permits, and funding documentation for accuracy and completeness.

• Communicate effectively with clients, agencies, and project teams to ensure smooth coordination and timely responses.

• Provide training, mentorship, and technical guidance to Project Coordinators within the group.

• Collaborate with the Lead Coordinator on division-wide process improvements, consistency, and standardization

• Support leaders and project managers with proposal preparation, interviews, and client-facing materials

• Project Research & site development coordination

Requirements

• High School Diploma or Equivalent, associates or bachelors degree preferred.

• 2 years of administrative or coordination experience (preferably in project-based or professional services environments).

• Excellent computer skills, including experience with Google Suite

• Ability to manage competing priorities with strong time management and follow-through.

• Comfortable working across departments or supporting multiple leaders/projects at once.

• Strong customer service skills when interacting with internal and external partners.

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.