Administrative Specialist/Project Coordinator

Are you passionate about being part of a company who is transforming transportation infrastructure and fostering sustainability within their communities? Our 6-person team, based in the heart of downtown Tacoma, is dedicated to making a positive impact. Our office is conveniently located near multiple public transportation options, reflecting our commitment to accessibility and convenience for all.    As our Administrative Specialist/Project Coordinator, you will play a pivotal role in supporting our team’s operations and contributing to the success of transportation projects. We’re seeking an efficient and detail-oriented individual who thrives in a collaborative, fast-paced environment.  
Please review the responsibilities below.

Administrative

• Be the welcoming face of our team: greet visitors, manage phone calls, and ensure the office space is professional and well maintained 
• Provide general administrative support, including data entry, copying, mailing, and more. 
• Coordinate meetings, events, and travel arrangements 
• Act as a liaison between the office and corporate administrative staff  
• Manage project-related paperwork, including insurance certificates and business certifications 
• Organize and produce electronic and hard-copy deliverables for proposals and projects 
• Contribute to companywide administrative initiatives for enhanced collaboration and services 
• Compile and process expense reports for office leadership 
• Prepare petty cash reconciliation statements  
• Process the office’s accounts payable expenses, create check requests, and respond to accounts payable inquires 

Project Coordination

• Assistin setting up projects in our project management software 
• Coordinate and attend project meetings and provide documentation support 
• Support project managers with invoicing, budget tracking, and meeting accounts receivable targets 
• Act as liaison between project managers and the accounting department on billing revisions and invoice changes 
• Edit and format formal deliverables and presentations 
• Lead other project-related administrative tasks as needed 

Qualifications

• 2+ years of experience, preferably in Architecture and Engineering (A&E) or consulting 
• BS/BA in Business Administration, Management, Accounting, or a related field, or equivalent work experience 
• Intermediate to advanced proficiency in Microsoft Office Suite and Adobe Professional 
• Familiarity with accounts receivable and accounts payable processes, and data entry 
• Collaborative and solutions-oriented mindset with a strong client focus and professionalism 
• Flexibility in managing requests in a fast-paced environment 
• Excellent time management and organizational skills  
• Commitment to high quality, accurate, and timely work 

Additional Desired Qualifications

• Knowledge of database reporting  
• Previousexperience with Deltek Vision/Vantagepoint  
• Copyediting skills and proficiency in Adobe InDesign for graphics and design 
• Experience with project proposal process 

Benefit Highlights: Medical, Dental, Vision, Life and Disability Insurance. 401(k) Plan with matching and profit sharing. Flexible Spending Accounts.Commuter Benefits. Paid Vacation, holidays and sick leave. 8 weeks of Paid Parental Leave. Mentoring and Career Development programs. Research and Development group participation, and more.
Full information about the benefits we offer can be found by visiting our careers page.
EEO: Fehr & Peers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment in the workplace. We welcome applicants of diverse backgrounds, and hire without regard to race, color, creed, religion, sex, gender identity or expression, sexual orientation, marital or parental status, national origin, ancestry, citizenship, age, disability, genetic information, political affiliation, military service or any other characteristic protected by law.Nondiscrimination: Fehr & Peers ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act of 1964. If you need more information or special assistance for persons with disabilities or limited English proficiency, contact Human Resources.