Project Coordinator

Position Overview

Woolpert is hiring a Project Coordinator to join our dynamic Infrastructure Sector (Aviation) at one of the following offices:  Denver, Indianapolis, St George, Kansas City, or Dayton working hybrid.  This position reports to the Project Coordinator Team Lead and is responsible for providing intermediate-level project coordination support with the ability to independently execute core project controls processes. Partners closely with Aviation Project Managers to support project setup, reporting, documentation, and coordination across multiple concurrent projects.

We are unable to provide visa sponsorship for this position.  Applicants must already possess work authorization in the country where the job is located.

What You Will Do:

• Assist Project Managers with project set-up, resource scheduling, budget development, and coordinating with Project Accountants and Project Controls staff to fulfill internal requirements.
• Support Project Managers with scope, schedule, budget tracking, change order processing, invoicing and accounts receivable collections, and monthly progress report development.
• Review project contracts to pull pertinent project information for invoicing, insurance requirements and confidentiality, and coordinate with project team to ensure they are aware of terms.
• Provide subcontract management support to Project Managers by creating and maintaining subconsultant logs, completing forms, gathering scope of work, following up on process for amendments, and reviewing/coding invoices.
• Assist Project Managers with project monitoring & controlling processes, including developing and managing data trackers, update change and issue logs, and other project related support duties as assigned.
• Support the creation, editing, and writing of technical narratives, basis of designs, description statements, etc.
• Set up and manage administration of project Team/SharePoint sites (as requested); manage document control processes through those sites.
• Electronic filing (on servers): being consistent and following document management policies/protocols.
• Run or review reports from financial and accounting data software.
• Support deliverable production including document editorial review, formatting, production, and compilation.
• Handle varying tasks for multiple projects concurrently.
• Work with virtual teams throughout the United States and Europe using organizational process assets (teleconferencing and videoconferencing). Will be expected to organize conference calls with project team members, track action items and notes, and facilitate resolution and follow up actions as needed within the project team.

 

What You Will Bring:

Required Qualifications:

• 3+ years of related experience
• High School Diploma or equivalent
• Ability to independently manage multiple project coordination tasks across several projects.
• Strong proficiency in Microsoft Excel and experience with reporting and data analysis.
• Ability to manage document workflows and project documentation with accuracy.
• Strong communication skills and consistent follow-through on deliverables.
• Ability to work within established processes while identifying opportunities for efficiency.
• Professional judgment and ability to escalate issues appropriately.

Preferred Qualifications:

• Bachelor’s Degree with 3+ years administrative/project support experience OR High School Diploma and 5+ years administrative/project support experience
• Experience with project management tools and collaboration platforms (e.g., Teams, Bluebeam, or similar systems).
• Familiarity with billing coordination, reporting structures, and project lifecycle processes.
• Ability to enhance templates, trackers, and workflows to support project efficiency.

Physical Requirements & Working Conditions:

• This position primarily operates in a professional office or remote environment and routinely uses standard office equipment. The role may require extended periods of sitting, working at a computer, and participating in virtual or in-person meetings.

Benefits You Will Love

Certified as a Great Place to Work, Woolpert is one of the fastest-growing architecture, engineering, and geospatial companies in the world. With over 75 offices and countless projects around the globe, you’ll work on meaningful assignments that improve quality of life around the world. In addition to offering competitive pay, we provide employees with a robust set of unique benefits, including:

• Freedom to Work program: Set your own schedule and location (as appropriate).
• Principal program: Earn the opportunity to become an owner of the firm.
• Flexible paid time off/vacation: Take time off when it makes sense for you and your team.
• Career development: Explore a wide range of learning and growth opportunities within and across industries.
• Health, life, vision, and dental insurance: Cover all your medical bases.
• Paid sick time, retirement plan, fitness reimbursement, pet insurance, identity protection, technology stipend, employee assistance program, and more!

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