Project and Office Coordinator

Company Description

At KPFF Consulting Engineers, we are more than just an engineering design firm. For over 60 years, we have dedicated ourselves to innovative, sustainable engineering that shapes the built environment and tackles complex infrastructure challenges. Our team culture emphasizes balance, growth, and well-being, supporting each member’s professional journey with flexibility, generous benefits, and a collaborative approach to work-life integration.

With over 1,400 professionals across 27 offices nationwide, KPFF’s decentralized structure allows each office the flexibility to pursue projects aligned with their regional strengths. Learn more at www.kpff.com.

Job Description

ABOUT THE ROLE:

As a Project and Office Coordinator at KPFF, your primary focus will be to support Project Managers and the Operations team to successfully deliver projects and keep the office running smoothly. Responsibilities will include:

Project Coordination:

• Manage administrative project setup in the accounting system.
• Track contract expenditures, report variances, and assist in budget development.
• Prepare subconsultant agreements, task orders, and scopes of work.
• Review, process, and monitor change orders and contract modifications.
• Support project invoicing: review, prepare, and track invoices and progress reports.
• Process vendor and subconsultant invoices; coordinate with accounting as needed.
• Maintain accurate and organized project files. Implement a file retention policy. 
• Schedule project meetings, take minutes, and track action items.
• Coordinate deliverables. Ensure the quality of outgoing documents.
• Support marketing efforts by preparing scopes of work, researching opportunities, and reviewing pursuit materials.

Office Coordination:

• Order and maintain office supplies.
• Book travel arrangements.
• Coordinate office events, staff meetings, and intern opportunities.
• Collaborate with the Operations team to support smooth office functioning.

Qualifications

ABOUT YOU:

• Effective communication skills, both verbal and written
• Proactively anticipate design team needs
• Critical thinking and decision-making skills
• Humility in learning and a hunger for professional development
• Strong organizational skills with the ability to handle concurrent tasks and meet deadlines
• Effective prioritization and strong time management skills
• Proficiency in Microsoft Office Suite and Bluebeam
• Prior experience in construction management software preferred
• Prior project coordination experience in the AEC industry preferred
• Bachelor’s or Associate’s degree preferred

Additional Information

Culture and Benefits
At KPFF, we offer a rewarding career path that emphasizes autonomy, innovation, and professional development. Our culture prioritizes employee ownership, teamwork, and shared values, creating an environment where contributions are celebrated, and career growth is encouraged. We aren’t just colleagues; we’re a community dedicated to collaborative innovation, providing you the platform to make a lasting impact on meaningful projects.

KPFF Employee Benefits

• Medical Plan Options: Choice of Traditional PPO or HDHP with HSA, covering preventive care and prescriptions.
• Flexible Spending Accounts (FSA): Tax-advantaged accounts for healthcare and dependent care expenses.
• Dental & Vision: Full preventive care, plus coverage for major dental services and vision allowances.
• Employee Assistance Program (EAP): Free, confidential support for personal, family, and work challenges.
• Life & AD&D Insurance: Company-provided life insurance equal to one year’s salary, plus AD&D.
• 401(k) Retirement Plan: KPFF contributes 3% of salary, with no match needed. 
• Disability Insurance: Short-term and long-term coverage at 60% income, fully covered by KPFF.
• Paid Time Off: Generous PTO, two floating holidays, and paid company holidays.
• Paid Family Leave: Six weeks at 60% pay, with options to use PTO for full income.

KPFF Consulting Engineers participates in E-Verify and will provide the federal government with your Form I-9 information to con