Project Coordinator

About the role

Kpff

Seattle's Civil Team designs sites that enable land to be developed for commercial, residential, institutional, and recreational purposes. We also design critical public and private infrastructure systems that support the built and natural environments, including district energy, regional storm drainage facilities, utility grids, and trails.

We support projects ranging from feasibility evaluations and master planning to design, permitting, and construction. Our group works in close collaboration with owners, architects, landscape architects, and other engineering disciplines to build a more sustainable, resilient, and thriving community.

Supporting the success of this work is our Project Coordination team, which plays a key role in keeping projects organized, on track, and moving efficiently from planning through delivery. Located in downtown Seattle, KPFF's Washington Division is seeking a Project Coordinator to assist project managers and engineers with project controls and coordination, writing and editing, communication, research, and tracking to help ensure project work is delivered within scope, schedule, and budget. Possible responsibilities include:

• Project Contributions
• Facilitate effective communication with clients, subconsultants, and internal team members, and act as the point-of-contact in the absence of project managers.
• Coordinate project deliverables with engineers, subconsultants, clients, and administrative team throughout project lifecycle.
• Schedule project meetings, prepare agendas, record minutes, and maintain action item lists.
• Organize and maintain project data, spreadsheets, correspondence, drawings, reports, and other project records.
• Coordinate the archival of project files and drawings with the Records Manager.
• Conduct project background research and assist with the preparation and organization of reports, letters, memos, and grant materials.
• Perform quality-control reviews of written and administrative documents for completeness, consistency, formatting, and accuracy.
• Permitting
• Support the permitting process by researching jurisdictional requirements, application procedures, submittal requirements, fees, and review timelines.
• Assist with the preparation, coordination, and tracking of permit applications, supporting documents, correction responses, resubmittals, and approvals.
• Coordinate with clients, project team members, and Authorities Having Jurisdiction (AHJs) to support timely and complete permit submittals.
• Contract Administration
• Set up and maintain spreadsheets for fee estimates, cost tracking, and billing.
• Prepare and coordinate subconsultant agreements, amendments, and related contract documentation.
• Perform administrative review of RFPs, RFQs, MSAs, and vendor contracts; track identified requirements and coordinate final review with project managers and other appropriate parties.
• Project Accounting
• Coordinate project setup with the Accounting Team.
• Track budgets, fees, expenses, and project progress for project manager review.
• Process subconsultant invoices and maintain communication regarding invoicing requirements.
• Review and prepare project invoices and progress reports.
• Marketing Support
• Assist with preparing proposals, qualifications packages, and other marketing materials.
• Research potential clients and project opportunities.

Minimum Qualifications

• Proficiency in Microsoft Office Suite, including advanced skills in Word, Excel, Project, and PowerPoint.
• Experience with Bluebeam, Smartsheet, or other data management software.
• High School Diploma/GED; Bachelor's degree preferred.
• Technical writing certification and/or experience preferred.
• Preferred experience in data management and document review.
• 3-5 years of experience in a related field preferred.
• Demonstrated interest in the architecture, engineering, and construction (AEC) industry.
• Interest in or familiarity with AI-enabled tools.
• Efficient time management skills.
• Positive and self-motivated attitude.
• Ability to work independently.
• Enjoys challenges.
• Adaptable and solution-oriented.
• Effective verbal and written communication skills suitable for a professional team setting.
• Dependable and reliable.
• Professional demeanor and appearance.
• Takes initiative and enjoys having fun!

Physical Demands

• Duties are primarily conducted in a standard office setting, requiring prolonged periods of sitting at a desk or computer table.
• Occasionally may be required to lift objects weighing up to 15 lbs.
• Traveling to project sites or client meetings, which may involve driving or flying.

Compensation

The base salary for this role is competitive and will be determined based on the candidate's experience, education, and skills. The expected compensation range for a qualified candidate is $32.00 - $40.00

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.

Benefits provided by KPFF include

• An excellent 401(k) retirement savings plan with employer contributions
• Medical insurance
• Dental insurance with a no-premium option
• Vision insurance with a no-premium option
• Health Savings Account (HSA) option with employer contribution
• Medical Flexible Spending Account (FSA) option
• Dependent Care FSA option
• Employee Assistance Program
• Group life insurance
• Short-term disability insurance
• Long-term disability insurance
• Seven paid holidays and two floating holidays
• 10 vacation days annually, which increases with years of service.
• 10 days of personal and sick time to care for yourself and family members.
• Up to one week (five business days) of paid jury duty per year.
• Six weeks of supplemental paid family leave
• Travel accident insurance
• Subsidized ORCA bus/rail pass

• All your information will be kept confidential according to EEO guidelines.
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