Project Coordinator - job 2 of 2

At KPFF Consulting Engineers, we are more than just an engineering design firm. For over 60 years, we have dedicated ourselves to innovative, sustainable engineering that shapes the built environment and tackles complex infrastructure challenges. Our team culture emphasizes balance, growth, and well-being, supporting each member’s professional journey with flexibility, generous benefits, and a collaborative approach to work-life integration.

With over 1,400 professionals across 27 offices nationwide, KPFF’s decentralized structure allows each office the flexibility to pursue projects aligned with their regional strengths. Learn more at www.kpff.com.

This full-time position provides operational support to engineers and other staff members. How we treat one another is as important as the work we do; this position interacts and facilitates communication with all levels of the firm as well as clients and teaming partners. The successful candidate must possess excellent interpersonal and communication skills with the aptitude to foster a positive and collaborative team environment.

A Project Coordinator must be quality conscious with the ability to balance multiple assignments in a fast-paced, team environment. A team-oriented approach and the ability to collaborate with technical professionals are essential. The ability to listen and understand customer expectations, take directions from peers, and communicate effectively and proactively is required.

A Project Coordinator is generally responsible for assisting technical, professional, and management staff with project coordination functions including:

• Provides general project controls. Assists in the development and performs monitoring and analysis of changes to the project scope, schedule, and budget for on-going projects and contracts.
• Finalizes and executes Work Directives/Task Orders for On-Call Contracts; performs contract administrative management including tracking of commitments and period of performance; and ensures appropriate approvals are obtained for progress payments and change orders.
• Reviews, processes, and monitors proposed contract changes and change orders.
• Reinforces quality procedures for contract documents and works with staff to ensure compliance with contract requirements.
• Maintains accurate project files throughout the life of projects. Works with managers to efficiently and accurately establish electronic and if needed, hard copy filing systems for their projects and track that all filing requirements are met.
• Provides administrative support for projects including file management, updating schedules, attending and documenting meetings notes, tracking documents, technical editing and formatting of project documents, including contract specifications.
• Following up with design staff, and sub-consultants regarding action items resulting from meetings.
• Communicates clearly and effectively with both internal and external clients and stakeholders regarding project inquiries or department procedures/requirements.
• Organize and maintain accurate and up-to-date project content.
• Provide non-technical review and formatting of reports and technical memos. Compile PDF documents.
• Prepare subconsultant agreements and task orders. Tracks the distribution, execution, and filing of agreements and sub-consulting agreements.
• Manage and track contractor RFI’s, submittals, change orders and invoices.
• Review and advise on relevant project RFI’s through Pro Core.
• Prepare draft Scope and Fee Proposals and Spreadsheets.
• Prepare specifications and Project Manuals.
• Prepare and maintain Project schedules.
• B2Gnow reporting and management.
• Obtain, maintain, and track Security Clearances and expirations.

• Comfortable working in a high-volume, fast-paced environment.
• Works well under pressure in a team environment.
• Strong attention to detail.
• Ability to adapt quickly and identify and resolve problems.
• Ability to work independently or in a team, be proactive, and take initiative.
• Experience with project control, public contract administration, budget preparation and administration, and record keeping.
• Methods and techniques of data collection, research, report preparation, and financial analysis.
• Demonstrated proactive communication skills with technical professional staff.
• 3+ years of relevant experience.
• Demonstrated proficiency with Microsoft Office Suite - high proficiency with Word and Excel required.
• Demonstrated proficiency with Adobe Acrobat and/or Bluebeam.
• Strong organizational skills with ability to handle multiple concurrent tasks and meet deadlines.
• Able to work with and take directions from multiple levels of professional staff.
• Previous experience at an AEC firm a plus.

Physical Demands and Work Environment

• Ability to sit or stand for extended periods while working on a computer, reviewing plans, or conducting site visits.
• Capacity to move around project sites, climb ladders, and navigate uneven terrain.
• Occasionally lifting up to 15 pounds of equipment or materials.

Culture and Benefits

Our vision statement is to provide experiences that create a lasting positive impact on our people, clients, and community. We are passionate about providing a collaborative, playful, and positive environment for our employees. We believe in encouraging personal and professional growth and work hard at providing a solid structure with minimal organizational restrictions. We work in a fast-paced environment that will provide opportunities to work with our staff of civil engineers and surveyors on a variety of project types and sizes requiring the ability to think on your feet and communicate effectively. 

We believe that people are at their best when they have a purpose and are self-motivated from the core of their ideology. KPFF gives individuals the opportunity to pursue and develop an area of expertise and practice that follows their passion and improves our team and culture. We believe in supporting these pursuits both professionally and personally. This belief is at the core of our employees and KPFF’s success.

KPFF utilizes forefront, a program that provides lifelong career support in technical development, project management, professional practice improvement, business development, and personal improvement.

KPFF is more than just the work we do, we are the relationships we build, both with our clients and with our co-workers. To foster those relationships and build up our employees, KPFF offers a number of growth opportunities and social events.

KPFF Employee Benefits

• Medical Plan Options: Choice of Traditional PPO or HDHP with HSA, covering preventive care and prescriptions.
• Flexible Spending Accounts (FSA): Tax-advantaged accounts for healthcare and dependent care expenses.
• Dental & Vision: Full preventive care, plus coverage for major dental services and vision allowances.
• Employee Assistance Program (EAP): Free, confidential support for personal, family, and work challenges.
• Life & AD&D Insurance: Company-provided life insurance equal to one year’s salary, plus AD&D.
• 401(k) Retirement Plan: KPFF contributes 3% of salary, with no match needed. 
• Disability Insurance: Short-term and long-term coverage at 60% income, fully covered by KPFF.
• Paid Time Off: Generous PTO, two floating holidays, and paid company holidays.
• Paid Family Leave: Six weeks at 60% pay, with options to use PTO for full income.

Compensation: $65,000 - $95,000

KPFF Consulting Engineers participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

KPFF Consulting Engineers is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, creed, ethnicity, national origin, religion, marital status, sex/gender (including sexual orientation or gender identity), pregnancy, veteran status, citizenship status, physical or mental disability, or any other protected basis.