Project Coordinator

Woolpert is an award-winning, global leader in architecture, engineering, and geospatial services. We blend design excellence with cutting-edge technology to deliver exceptional client value. Our team is passionate about their work and committed to building the next generation of industry leaders, and as a certified Great Place to Work®, Woolpert embraces progress and innovation to create limitless opportunities for career growth.

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.

• →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.

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.

Woolpert is an equal-opportunity employer. Woolpert is committed to the full inclusion of all individuals. We recruit, train, compensate, and promote regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law.  You may view more about EEO on our website: Equal-Employment-Opportunity-The-Law.pdf and EEO is the Law Poster Supplement.

Applicants who require an accommodation throughout the application and interview process should request this in advance by contacting your Recruiter

To all agencies: Please, no phone calls or emails to any employee of Woolpert or any of our subsidiaries about this requisition. All resumes submitted by search firms/employment agencies to any employee at Woolpert via email, the internet, or in any form and/or method will be deemed the sole property of Woolpert, unless such search firms/employment agencies were engaged by Woolpert's Talent Acquisition Team for this requisition and a valid agreement is in place. In the event a candidate who was submitted outside of Woolpert's applicant process is hired, no fee or payment of any kind will be paid.