T&E Project Coordinator

Mid--america-Regional-Council; Kansas City (MO); Hybrid; USD 34,000 - 41,000; Full time

Benefits offered by this job

Flexible schedule

Hybrid work

Free parking

Job summary

Mid-America Regional Council (MARC) seeks a detail-oriented Transportation/Environment Project Coordinator to support fiscal, administrative and project coordination needs. The role ensures accurate financial tracking and effective partner communication for the Transportation & Environment Department.

The position works with MARC staff, contractors and subrecipients, handling contract administration, procurement tracking, invoicing, grant compliance and documentation to keep projects on time and

Qualifications

• Bachelor's degree in accounting, business, finance, public administration or a related field.
• Five or more years of successful and progressively responsible related work experience.
• Three or more years of experience managing review and payment of invoices for construction and consulting services, particularly those involving Davis-Bacon governed payroll.
• Familiarity with resources that support grant management, including grant guidance and CFR.

Responsibilities

• Coordinate partner communication among MARC staff, community partners, contractors and subrecipients.
• Maintain project records and organize contracts, forms, audits and schedules.
• Track timelines, contract execution, amendments and milestones; verify completed work.
• Support procurement steps and contractor outreach with RFP schedules and deadlines.
• Manage contract administration including document creation, reviews, signatures and insurance certificates.
• Manage invoices and payments including PO creation and payment data entry.
• Support Davis-Bacon and grant compliance with payroll documentation.
• Support financial tracking and reporting for funder and stakeholder reports.
• Provide administrative & meeting support including agendas, minutes and updates.

Skills

Communication

Attention to detail

Project coordination

Grant management

Procurement

Payroll & invoicing

Travel readiness

Technology proficiency

Service mindset

Education

Bachelor's degree in accounting, business, finance, public administration or related field

Tools

Excel

Word

Teams

Office 365

Job description

The Mid-America Regional Council (MARC) is seeking a detail-oriented Transportation/Environment Project Coordinator to support the fiscal, administrative and project coordination needs of the Transportation and Environment Department. This role helps keep financial tracking and partner communication organized, accurate and moving forward.

ABOUT US

MARC, the association of local governments and metropolitan planning organization for the bistate Kansas City region, promotes and supports cooperation on regional issues, including transportation, the environment, our workforce and economy, aging services, community development, quality early learning, public safety communications and emergency services. MARC has a collaborative work environment with a culture based on integrity, innovation, and inclusion, excellence in performance and service leadership.

ABOUT THIS POSITION

This position works closely with MARC staff in the Transportation and Environment Department, Finance staff, community partners, contractors, grantees and subrecipients. The coordinator provides hands-on support for contract administration, procurement tracking, invoice and payment review, grant compliance, documentation and project communication so department projects are completed accurately and on time.

What you'll do

• Coordinate partner communication. Support communication among MARC staff, community partners, contractors, grantees and subrecipients, including meetings, webinars, trainings and project check-ins.
• Maintain project records. Organize shared files, contracts, forms, audits, schedules, invoices and related records so information is complete, current and accessible.
• Track projects and contracts. Monitor timelines, contract execution, amendments, extensions and milestones; verify completed work and flag follow-up needs.
• Support contractor procurement. Assist with procurement steps and contractor outreach, tracking RFP schedules, proposal deadlines, interviews and required documentation.
• Manage contract administration. Coordinate document creation, internal review, signatures, insurance certificates, project setup in administrative and finance systems, and long-term recordkeeping.
• Manage invoices and payments. Create purchase orders; verify invoices and supporting records; route approvals; enter payments in MARC's fiscal system; and confirm receipt.
• Support Davis-Bacon and grant compliance. Review payrolls and documentation, conduct on-site interviews, and help ensure work meets federal, state and MARC requirements.
• Support financial tracking and reporting. Monitor expenditures, develop spending projections and compile information for funder and stakeholder reports.
• Provide administrative & meeting support. Develop agendas, minutes, meeting summaries, stakeholder updates and program impact information. Coordinate virtual and in-person meetings, maintain contact lists, respond to routine questions and keep staff and partners aligned.

SALARY AND BENEFITS

This is a full time position, eligible for $25 to $30 per hour, depending on qualifications. MARC offers an attractive team-oriented work environment along with a competitive fringe benefit package. This position will be given a flexible work schedule, working three days per week in person and up to two days per week from home. The MARC offices are located in downtown Kansas City, Missouri, with access by bus or streetcar and with free parking available.

ABOUT YOU

Basic requirements

• Bachelor's degree in accounting, business, finance, public administration or a related field.
• Five or more years of successful and progressively responsible related work experience.
• Three of more years of experience managing review and payment of invoices for construction and consulting services, particularly those involving Davis-Bacon governed payroll.
• Strong attention to detail and ability to ensure invoice information is consistent with vendor documentation, approved budgets and bid documents.
• Experience managing federal grants involving construction and federal reporting requirements is preferred.
• Familiarity with resources that support grant management, including grant guidance, OMB requirements and the Code of Federal Regulations is preferred.
• Must possess a valid driver's license from the state of Kansas or Missouri, and be able to conduct on-site field assessments. Must be able to travel to project or contractor sites and participate in on-site field interviews.

Skills you'll need

• Clear communication. Communicate effectively in writing and verbally with staff, partners, contractors, grantees and stakeholders from diverse backgrounds.
• Relationship building and teamwork. Establish and maintain effective working relationships and contribute to a collaborative team environment.
• Project organization. Manage multiple tasks, timelines, files and deadlines while keeping information accurate, complete and easy to find.
• Attention to detail. Review documents, invoices, schedules, budgets and records carefully to identify missing information, inconsistencies or items needing follow-up.
• Grant, procurement and compliance awareness. Understand or be able to learn records administration, federal grant requirements, procurement requirements, OMB guidance, Code of Federal Regulations resources and related documentation procedures.
• Financial and administrative support. Support invoice review, payment documentation, purchase orders, budget tracking, spending projections and routine administrative processes with accuracy and timeliness.
• Initiative and sound judgment. Plan and complete assigned work independently, identify issues, elevate appropriately and make sound decisions using policies, procedures and available resources.
• Continuous improvement. Look for practical ways to improve processes, identify practices or systems that are less effective and recommend viable solutions.
• Technology proficiency. Use Word, Excel, Teams, Office 365 and shared file systems effectively, and learn new software platforms as needed.
• Service mindset. Provide excellent service to internal and external customers with timely, thorough and professional responses.

MARC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role. MARC may consider an equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications.