Project Coordinator

KPFF Special Projects Division
Since 1996, KPFF's Special Projects Division has been at the forefront of addressing specialized challenges in project development. With over 150 team members in three offices strategically located in Seattle, WA, Tacoma, WA, and Long Beach, CA, our approach combines dedicated project managers, a skilled technical team, and a commitment to innovation. We offer a comprehensive range of services including civil, structural, and mechanical engineering, machinery design, construction and project management, and planning services.

We specialize in the management and design of heavy civil, structural, industrial, and waterfront infrastructure projects across the United States. Our team thrives on solving unique, multi-disciplinary challenges, collaborating closely with clients such as the Ports of Long Beach, Los Angeles, Tacoma, and Seattle, as well as various municipalities and government agencies. Join us at KPFF Special Projects Division and be part of a dynamic team driving innovation and excellence in project delivery.

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 to contribute to our engineering, project management, and construction management projects. In this role, you will support Principals, Project Managers, design teams, and construction management teams to help deliver projects within scope, schedule, and budget. This position supports all phases of project delivery, from schematic design through construction and closeout, by providing project coordination, contract administration, project accounting, and administrative and business development support.

• Assist with project controls, including scope, schedule, and budget monitoring
• Set up new project files, maintain files throughout the project 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 effort
• 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…