Operations - Business and Project Operations Coordinator

About the role

KPFF is seeking a Business & Project Operations Coordinator to support the growth of our San Diego Civil Engineering office. This is a hands-on, highly visible role for a professional who enjoys working across operations, business development, marketing, finance, administration, recruiting and project support.

Success in this role requires strong organization, sound judgment and initiative, and a capability of managing multiple priorities in a fast-paced professional services environment. In the early stages of growth in this position, this individual will serve as a key collaborator to San Diego leadership and will perform many of the below-referenced functions directly.

As the office grows, the role will evolve toward building and managing a local business operations team and creating scalable systems that support long-term growth. Reports to the San Diego Civil Team Leader and supporting Associates.

This person will work closely with project managers, accounting staff, human resources personnel, and marketing/business development teams remotely and with in-person structural engineering disciplined staff.

This is an in-person role that requires consistent attendance in the San Diego office, with anticipated schedule flexibility. the successful candidate will be able to collaborate effectively across accounting, administration, human resources, recruiting, marketing, and centralized support teams. Financial & Business Management Support Assist in office leadership with budgeting, forecasting, and business planning.

Coordinate project setup, project closeout, and operational reporting. Support invoice preparation, accounts receivable follow-up, expense coordination, and communication with accounting teams. Assist with resource planning, workload visibility, and staffing coordination. Office Administration Serve as the operational hub for the San Diego office and coordinate day-to-day administrative needs.

Coordinate office facilities, vendors, supplies, events, and other local office requirements. Support implementations of KPFF practices, procedures, systems, and internal controls. Help establish consistent workflows aligned with the operating model of KPFF's Los Angeles Civil practice. Support office culture, employee engagement, and team-building initiatives.

Marketing & Business Development Coordinate proposals, statements of qualifications, interview preparation, and pursuit activities. Collaborate with KPFF marketing resources to maintain a consistent brand presence and high-quality deliverables. Assist with local website content, social media, community visibility, and market communications. Maintain and track information, pursuit records, and business development tracking tools.

Project & Team Support Provide project coordination support for San Diego-based projects and pursuits. Assist project managers with scheduling, documentation, client deliverables, meeting coordination, and action tracking. Coordinate internal meetings and follow-through on office priorities and strategic initiatives. Recruiting & Practice Growth Support recruiting efforts as the San Diego office expands.

Assist leadership in identifying future operational staffing needs. Help plan and build a dedicated local business operations team as the practice matures.

Preferred Qualifications

• Associate's or Bachelor's degree in Accounting, Business Administration, Human Resources, Marketing, or a related field preferred.
• 3-7 years of experience in an engineering, architecture, construction, real estate development, professional services, or related industry.
• Strong understanding of accounting principles, invoicing, and financial reporting.

Experience with ERP, accounting, HRIS, CRM, or project management software is desirable. Experience supporting several of the following areas: business operations, office administration, marketing, business development, project coordination, finance, or recruiting. Strong organizational, communication, relationship-building, and follow-through skills.

• Comfort working collaboratively across offices, disciplines, and centralized support teams. Ability to manage multiple priorities, shift between strategic and hands-on work, and operate effectively in a growing environment.
• Key Competencies Attention to Detail Financial Acumen Customer Service Orientation Organizational and Time Management Skills Problem Solving Initiative and Accountability Collaboration and Teamwork Professional Communication Adaptability and Flexibility

Additional Information

Why KPFF? Mentorship & Development: Through KPFF's Forefront Education Program, you'll receive unparalleled mentorship from seasoned professionals, empowering you to excel in your career from day one. Thrive in a setting that values your development and independence, where your ideas are welcomed, and your contributions make a real impact. Relationship Building: At our core, we focus on forging meaningful connections.

By prioritizing trust and stability, we create lasting relationships with our partners and clients that stand the test of time. Supportive Environment: We cultivate growth in all aspects of your life in a supportive environment that values your well-being. From promoting a healthy lifestyle to organizing social activities, we strive to create a balanced and fulfilling workplace.

Compensation

The base salary for this role is competitive and will be determined based on the candidate's experience, education, and skills. The expected base salary for a qualified candidate with 3-7 years of experience is $70,000 - $80,000. 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.