Job Description

This full-time position provides operational support to engineers and other staff members. How we treat one another is as important as the work we do; this position interacts and facilitates communication with all levels of the firm as well as clients and teaming partners. The successful candidate must possess excellent interpersonal and communication skills with the aptitude to foster a positive and collaborative team environment.

A Project Coordinator must be quality conscious with the ability to balance multiple assignments in a fast-paced, team environment. A team-oriented approach and the ability to collaborate with technical professionals is essential. The ability to listen and understand customer expectations, take direction from peers, and communicate effectively and proactively is required.

A Project Coordinator is generally responsible for assisting technical, professional and management staff with project coordination functions including:

• Provides general project controls. Assists in the development, and performs monitoring and analysis of changes to the project scope, schedule, and budget for on-going projects and contracts;
• Monitors contract expenditures and reports variances to management and/or client representatives. Performs forecast and month end reporting; assists in project budget development, monitoring and reporting, and monthly invoicing;
• Finalizes and executes Work Directives/Task Orders for On-Call Contracts; performs contract administrative management including tracking of commitments and period of performance; and ensures appropriate approvals are obtained for progress payments and change orders;
• Reviews, processes, and monitors proposed contract changes and change orders;
• Reinforces quality procedures for contract documents and financial reporting and works with staff to ensure compliance with contract requirements;
• Maintains accurate project files throughout the life of projects. Works with project managers to efficiently and accurately establish electronic and hard copy filing systems for their projects and track that all filing requirements are met;
• Provides administrative support for projects including file management, updating schedules, attending and documenting meetings notes, tracking documents, technical editing and formatting of project documents, including contract specifications;
• Communicates clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirements;
• Provides project managers with monthly project and contract reporting status, assists in preparation of invoicing in support of the Accounting Manager;
• Organize and maintain accurate and up-to-date project content

Qualifications

• Comfortable working in a high-volume, fast-paced environment.
• Work well under pressure in a team environment.
• Strong attention to detail.
• Ability to adapt quickly and identify and resolve problems.
• Ability to work independently or in a team, be proactive, and take initiative.
• Experience developing custom reports and inquiries utilizing MS Excel.
• Experience with project control, public contract administration, budget preparation and administration, and record keeping.
• Methods and techniques of data collection, research, report preparation, and financial analysis.
• Demonstrated proactive communication skills with technical professional staff

Position Requirements:

• Associate or bachelor’s degree preferred.
• 3+ years of relevant experience.
• Demonstrated proficiency with Microsoft Office Suite - high proficiency with Word and Excel required.
• Demonstrated proficiency with Adobe Acrobat and/or Bluebeam.
• Strong organizational skills with ability to handle multiple concurrent tasks and meet deadlines
• Able to work with and take direction from multiple levels of professional staff
• Previous experience at an AEC firm a plus
• Adobe Creative Suite / In-Design experience a plus

Physical Demands and Work Environment

• Ability to sit or stand for extended periods while working on a computer, reviewing plans, or conducting site visits.
• Capacity to move around project sites, climb ladders, and navigate uneven terrain.
• Occasionally lifting up to 15 pounds of equipment or materials.

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 support local collaboration with A/E/C firms and are committed to creating lasting relationships with our clients. We aren’t just colleagues; we’re a community that has been dedicated to collaborative innovation over the last five decades, providing you the platform to make a lasting impact on meaningful projects. KPFF Consulting Engineers offers a competitive salary and benefits package.

KPFF Employee Benefits

• Medical Plan Options : Choice of Traditional PPO or HDHP with HSA, covering health care needs 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. Compliant with Paid Leave Oregon policies.

• Transportation: 50% subsidized TriMet/CTRAN passes and free bike parking for all employees.

• Additional Perks: Located in downtown Portland, we are in close proximity to Midtown Beer Garden’s food carts, the Tom McCall Waterfront Park, and Pioneer Courthouse Square, and are centered on Portland’s Transit Mall. We provide free membership to the on-site gym and its fitness classes, a wide variety of complimentary snacks (including on-tap cold brew and kombucha), access to an employee lounge with ping-pong table and TVs, and more.

KPFF is an Equal Opportunity / Affirmative Action Employer committed to hiring a diverse and talented workforce.

KPFF Consulting Engineers participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

KPFF Consulting Engineers is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, creed, ethnicity, national origin, religion, marital status, sex/gender (including sexual orientation or gender identity), pregnancy, veteran status, citizenship status, physical or mental disability, or any other protected basis.