Project Coordinator

We seek to move the world forward through innovative thinking.

Woolpert is an award‑winning, global leader in architecture, engineering, and geospatial services. We blend design excellence with cutting‑edge technology to deliver exceptional client value. Our team is passionate about their work and committed to building the next generation of industry leaders, and as a certified Great Place to Work, Woolpert embraces progress and innovation to create limitless opportunities for career growth.

Woolpert is hiring a Project Coordinator to support our Coral Gables, Florida location. A successful candidate will be proactive, a self‑starter with exceptional written and verbal communication skills. Organization, time management, attention to detail and accuracy are essential. This position will function within a projectized matrix organization, and the candidate must be able to take on various project work from multiple sources, prioritize accordingly, and communicate workload to the direct manager.

We are unable to provide visa sponsorship for this position. Applicants must already possess work authorization in the country where the job is located.

• Assist Project Managers with project set‑up, resource scheduling, budget development, and coordinating with Project Accountants and Project Controls staff to fulfill internal requirements.
• Support project scope, schedule, budget tracking, change order processing, invoicing and accounts receivable collections, and monthly progress report development.
• Review project contracts to pull pertinent information for invoicing, insurance requirements and confidentiality, and coordinate with the project team to ensure they are aware of terms.
• Provide subcontract management support to Project Managers by creating and maintaining subcontractor logs, completing forms, gathering scope of work, following up on amendment processes, and reviewing and coding invoices.
• Assist project managers with monitoring & controlling processes, including developing and managing data trackers, updating change and issue logs, and other project‑related support duties as assigned.
• Support the creation, editing, and writing of technical narratives, basis of designs, description statements, etc.
• Set up and manage administration of project Team/SharePoint sites (as requested) and manage document control processes through those sites.
• Conduct electronic filing on servers, maintaining consistency and following document management policies and protocols.
• Run or review reports from financial and accounting data software.
• Support deliverable production, including document editorial review, formatting, production, and compilation.
• Handle varying tasks for multiple projects concurrently.
• Work with virtual teams throughout the United States and Europe using organizational process assets (teleconferencing and videoconferencing). Organize conference calls with project team members, track action items and notes, and facilitate resolution and follow‑up actions as needed.
• Follow safe work practices and adhere to company guidelines and policies for planning and executing work in a safe manner.

• Excellent written and verbal communication skills.
• Interpersonal and team skills that allow working independently and as a team member with multi‑national staff and teams.
• Ability to handle ambiguity and drive tasks to completion with minimal oversight.
• Strong organization skills and capacity to manage multiple tasks and projects concurrently while prioritizing workload.
• Ability to recognize information deficiencies, problem‑solve and fill information gaps when needed, and seek concurrence on conclusions from senior staff or peers.
• Ownership of quality and accuracy of own work.
• Desire to improve own knowledge and capabilities.
• Intermediate to advanced skills in Microsoft Office products, primarily Word, Excel, and PowerPoint.
• Basic understanding of scheduling principles and software, or desire to learn, including Microsoft Project.
• Professionalism and discretion in all internal and external interactions.
• Ability to travel up to 10% for local, regional, and national clients and projects.