Project Coordinator

The Project Coordinator supports project managers throughout the full lifecycle of civil engineering projects, with a strong focus on contracts, proposals, financial tracking, and compliance. This role prepares fee proposals, drafts contracts and subcontracts, and ensures that projects adhere to contract terms, regulatory requirements, and public sector standards. The Project Coordinator develops Work Breakdown Structures (WBS), project authorizations, and budgets, aligning all project documentation and invoicing with municipal and agency-driven guidelines.

Acting as a liaison between internal teams, clients, subconsultants, and public agencies, this position plays a key role in maintaining clear communication and supporting sound financial outcomes for each project.

• Support project managers across the full lifecycle of civil engineering projects, from initiation through closeout.
• Prepare fee proposals and proposal templates that comply with public sector and client-specific requirements.
• Draft contracts and subcontracts, ensuring terms are accurate, consistent, and aligned with project objectives.
• Review contracts and subcontracts for completeness, accuracy, and compliance with regulatory and agency standards.
• Develop Work Breakdown Structures (WBS), project authorizations, and project budgets in coordination with project managers.
• Align project budgets and authorizations with client invoicing requirements and public sector billing guidelines.
• Process subconsultant invoices and support accurate, timely billing in accordance with contract terms.
• Monitor project financials, including budgets, revenue, variance, and work-in-progress, using established reporting and documentation standards.
• Assist with pre-bill reviews to validate project charges, identify discrepancies, and prepare accurate invoices.
• Resolve revenue variances and support revenue recovery efforts within public funding constraints.
• Act as a liaison between internal teams, clients, subconsultants, and public agencies to ensure clear and compliant communication.
• Participate in monthly project review meetings to discuss performance, risks, and opportunities for improvement.
• Partner with Business Operations to analyze project performance and identify opportunities to improve financial outcomes.
• Prepare and manage change orders, ensuring they are properly documented, approved, and integrated into project budgets and contracts.
• Create and maintain pivot tables and VLOOKUPs in Excel to analyze project data and support financial reporting.
• Utilize Deltek, BST, or Oracle systems to manage project information, invoicing, and financial tracking.

• At least 1 year of experience drafting contracts and subcontracts.
• At least 1 year of experience preparing proposal templates for professional services projects.
• At least 1 year of experience managing and documenting change orders.
• At least 1 year of experience working closely with project managers on active projects.
• Experience working for an engineering or architectural firm with revenue over $150 million.
• Ability to create pivot tables and use VLOOKUPs in Excel to analyze and manage project data.
• Proficiency with Deltek, BST, or Oracle for project accounting, invoicing, or financial management.
• Strong understanding of contract terms, compliance standards, and regulatory requirements for municipal and agency-driven projects.
• Ability to develop Work Breakdown Structures (WBS), project authorizations, and budgets.
• Strong attention to detail and accuracy in reviewing contracts, subcontracts, and financial documentation.
• Effective communication skills to liaise between internal teams, clients, subconsultants, and public agencies.
• Ability to support pre-bill reviews, resolve revenue variances, and assist with revenue recovery efforts.

• Experience with Deltek Vantagepoint.
• Participation in an ERP implementation, preferably involving Deltek Vantagepoint.
• Familiarity with public sector billing guidelines and documentation standards.
• Background in civil engineering or architectural project environments.
• Strong analytical skills for monitoring budgets, revenue, variance, and work-in-progress.
• Ability to collaborate with Business Operations to analyze project performance and improve financial outcomes.

This role offers a fully remote work environment, allowing you to perform all responsibilities from your home office while collaborating…