Senior Business Services Coordinator

Fehr & Peers is a team of collaborative transportation and business professionals who are passionate about making a positive impact in the communities we serve . We’re seeking a full-time Senior Administrative Coordinator to join our Seattle, Washington office. This role requires someone who is proactive, enthusiastic, and organized, to effectively assist clients and staff alike. The ideal candidate will be ready to support a variety of critical business functions that require both attention to detail to detail and strong communication skills, including invoicing, accounts receivable, client communications, staff management, and project coordination support. We provide a flexible, inclusive, and fun atmosphere. Our companywide focus on career development provides staff with ample opportunity for skills development, growth, and mentorship. Join us and grow your career!
Responsibilities include:

Administrative Team Leadership

• Provide leadership and assist in the management and oversight of the Administrative Team in partnership with the Operations Manager
• Enhance Administrative Team’s professional growth by supporting the Operations Manager in providing effective performance reviews and mentoring of Administrative Team
• Manage the day-to-day workload across the Administrative team
• Assist the Operations Manager with fiscal oversight, including accounts receivables, budgeting, and financial statements
• Assist in the tracking and measurement of project backlog
• Support Operations Manager in the review of project invoices, expense reports, and weekly timesheets
• Provide back-up support to Operations Manager in daily operations management tasks, such as leading staff meetings, pending contracts, unassigned labor hours on timesheets, and coordinating with Corporate staff including IT team

Accounting/Project Administration

• Lead project set-up in our accounting and project management software, Vantagepoint, run reports and update project records
• Manage monthly invoicing process, with support from administrative team, to ensure timely and accurate invoicing of clients
• Strategize approaches for project setups and complex invoices, package and send monthly electronic invoices, and coordinate billing revisions and invoice changes
• Coordinate with project managers to track accounts receivable and follow up with clients about outstanding balances

Office Administration

• Lead the Administrative Team with daily responsibilities, ensuring successful task completion and smooth business operations
• Review vendor invoices and submit to Accounts Payable for processing
• Coordinate administrative needs, including food and office supply orders, coordination with building management, and more
• Provide backup assistance to the Administrative Team with day-to-day operations, including staffing the front desk, ordering office supplies, and meeting coordination and event setup as needed
• Request and process forms like insurance certificates, W-9 and more
• Act as a liaison for corporate administrative staff, facilitating relevant information sharing with the local office
• Participate in a companywide administrative group focused on collaboration and enhancement of administrative services
• Coordinate with administrative staff from other offices, and take on some administrative duties from other offices in times of need

Qualifications

• 5+ years of experience working in a professional business environment and four-year college degree or equivalent combination of education and experience
• Commitment to high-quality, reliable, and timely work performance 
• Exceptional communication, coaching, organizational, and leadership skills
• Proven ability to hold team members accountable for their responsibilities and deliverables.
• Customer service mindset—proactive, solutions-oriented, with the ability to anticipate needs 
• Excellent time management and organizational skills—able to manage multiple tasks and deadlines, while maintaining exceptional attention to detail and professionalism
• Eagerness for collaboration with a proven ability to work as part of a team, while building and maintaining strong internal and external relationships
• Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees
• Openness to periodically arrive early and leave late to assist with special events, typically once per quarter 
• Willingness to occasionally travel to our Tacoma office, typically every 1-2 months to collaborate with Tacoma-based administrative staff
• Intermediate or advanced experience in office computer software/systems, including Adobe Acrobat Professional an