Project Coordinator

KPFF's Special Projects Division in downtown Seattle, Washington, is seeking a full-time Project Coordinator with a minimum of five years of relevant experience. The role supports Principals, Project Managers, design teams, and construction management teams to deliver projects within scope, schedule, and budget across all phases of delivery, from schematic design through construction and closeout.

• Assist with project controls, scope, schedule, and budget monitoring.
• Set up new project files, maintain them throughout the lifecycle, and archive closed projects.
• Develop and maintain project schedules and communicate key milestones.
• Schedule project meetings, prepare agendas and meeting notes, and track action item lists.
• Coordinate construction support activities, including shop drawing/submittal reviews and RFI routing.
• Coordinate project deliverables, QA/QC activities, and communication with clients and subconsultants.
• Prepare and/or finalize reports, memorandums, and technical documents.
• Act as the point of contact for project managers as needed.

• Prepare, review, and oversee contracts, amendments, subconsultant agreements, and task orders.
• Track certificates of insurance and contractual compliance requirements.
• Assist with the creation and compilation of fee estimates and level of efforts.
• Finalize and execute Work Directives/Task Orders and perform contract administrative management.

• Set up and manage spreadsheets for cost tracking and billing.
• Monitor contract expenditures, report variances, and assist in monthly invoicing.
• Prepare and review client invoices and progress reports.
• Respond to budget, invoice, and contract inquiries from KPFF staff, clients, and subconsultants.

• Develop and maintain MS Word and Excel templates to support business development and group operations.
• Support development of financial tracking tools and reports.
• Conduct research in active and potential market sectors.
• Support the development of promotional and business development materials.

• Effective communicator: verbal and written, tailored to collaborative project environments.
• Proactive thinker: anticipates the needs of project managers and design teams.
• Critical thinker: exercises independent decision-making and problem-solving.
• Continuous learner: approaches professional growth with humility and curiosity.
• Collaborative team player: thrives in a collaborative, high‑performing culture.

• Minimum 5 years of experience in project coordination, project administration, or a related role.
• Proficiency with Microsoft Office Suite, SharePoint, MS Project, Bluebeam, and Smartsheet.
• Experience with accounting, invoicing, billing, and contract administration.
• Strong organizational skills with the ability to manage multiple concurrent tasks and deadlines.
• Superior verbal and written communication skills.
• Ability to work independently while supporting multiple levels of professional staff.
• Professional demeanor, positive attitude, and self‑motivated work ethic.

• Experience in the AEC field / design‑build / engineering environment.
• Experience with public‑sector contracting and invoicing procedures.
• Experience with construction documents, including plans and specifications.
• Technical writing certification and/or experience.

• Primary duties are performed in a standard office setting, requiring prolonged periods of sitting at a desk.
• Occasional lifting of objects up to 15 lbs.
• Occasional visits to project locations for indoor/outdoor field observations, involving walking, standing, kneeling, climbing stairs/ladders, and navigating uneven terrain.

401(k) retirement savings plan with employer contribution (regardless of employee contribution). Medical insurance (two plans available to employees).