Project Coordinator

$54,000 - $90,000/Yr

David Evans And Associates - Portland, OR

Full-time - Mid Level

Portland, OR

Professional, Scientific, and Technical Services

About the position

DEA is currently seeking a Project Coordinator to work in our Puget Sound market, within our Transportation Business Unit. This position is crucial for managing various aspects of project financial management, including cost forecasting and reporting, budget management and control, contract administration, and change management. The Project Coordinator will also participate in the development and implementation of document control, communication, and information distribution protocols. When interacting with clients, the coordinator will be expected to demonstrate DEA's core ideology and commitments. This position is ideally located in our Seattle, WA, Woodinville, WA, Bellevue, WA, or Olympia, WA offices. The role requires a high level of customer service when working with both internal and external stakeholders and clients. The Project Coordinator must possess strong attention to detail, critical thinking, and problem-solving skills, taking tasks from inception to completion. Collaboration is key, as the coordinator will work with a team to build trust, develop solutions, and strengthen relationships. Responsibilities include compiling and analyzing data, managing budget/accounting documentation, preparing project invoices and progress reports, and coordinating with internal teams and subconsultants to edit and develop scope and fee. The coordinator will also assist the project manager in monitoring adherence to scope, fee, and change management, prepare setup and change order forms, and track on-call contracts and task orders. In addition, the Project Coordinator will maintain effective working relationships with clients and internal teams to ensure a steady flow of work and communication, project schedules, and milestones. They will support the preparation of cost-to-complete and earned value reports for the project manager, communicate with the project manager to help manage accounts receivable and unbilled items, and perform quality reviews of documents. The role also involves coordinating and scheduling project meetings, preparing meeting agendas and summaries, tracking action items, and ensuring the audit process is in place while maintaining project files.

Responsibilities

• Demonstrate a high level of customer service when working with both internal and external stakeholders and clients.
• Strong attention to detail, critical thinking and problem solving; taking a task from inception to completion.
• Work with a team to seamlessly collaborate, build trust, develop solutions, and strengthen relationships.
• Compile and analyze data, manage budget/accounting documentation.
• Prepare project invoices and progress reports, including processing subconsultant invoices.
• Coordinate with internal team and subconsultants to edit and develop scope and fee; reconciling comments with internal reviewers and client.
• Assist project manager with monitoring adherence to scope, fee and change management.
• Prepare setup and change order forms.
• Track on-call contracts and task orders.
• Prepare subconsultant agreements and task orders.
• Coordinate with client and project manager to review weekly project charges, track burn rate vs. budget, monitor and advise project manager of overall project status.
• Order and maintain up-to-date insurance certificates for DEA and subconsultants.
• Maintain effective working relationships with client and internal team for steady flow of work and communication, project schedule, and project milestones.
• Support the preparation of the cost-to-complete and earned value report (EVR) for project manager.
• Communicate with project manager and help manage accounts receivable (AR) and unbilled (UB).
• Format and perform quality reviews of large and small documents such as reports, letters, memos, meeting notes, etc.
• Coordinate and schedule project meetings, and prepare meeting agendas and meeting summaries.
• Track and follow up with meeting action items and deliverable deadlines.
• Coordinate with quality manager to ensure audit process is taking place.
• Maintain project files.

Requirements

• Minimum of eight years of experience in a project coordination type role.
• Experience with multi-tasking and prioritizing competing requests.
• Strong interpersonal skills.
• Proactive communicator with excellent written and verbal communication skills.
• Familiarity with contracts and invoicing as well as general accounting practices such as accounts payable/accounts receivable (AP/AR).
• Advanced skills in Outlook, Word, and Excel.
• Monitoring scope, schedule and budget.
• Customer service or quality control experience.

Nice-to-haves

• Self-starter with a positive attitude.
• Highly accountable team player.
• Demonstrated experience coordinating with internal project teams and subconsultants.
• Experience managing scope, schedule and budget for project manager to budget and track projects.
• Experience in an architecture, engineering, or construction firm.

Benefits

• Medical, Dental, Vision, Disability and Life Insurance
• Health Savings and Lifestyle Spending Account with employer contribution
• Support for continuing education and training opportunities
• Paid Time Off (PTO)/Holiday Pay
• 401k and Employee Stock Ownership Program (ESOP)
• Flexible 9/80 (every other Friday off) work schedule
• Holistic Wellbeing Program with a focus on physical, emotional, financial, career and community health
• Opportunity for growth with support and mentoring to help with professional goals