Senior Project Coordinator; Federal & Grant-Funded Projects

About KPFF Special Projects Division

Since 1996, KPFF’s Special Projects Division has been at the forefront of addressing specialized challenges in project development. With over 150 team members in three offices strategically located in Seattle, WA, Tacoma, WA, and Long Beach, CA, our approach combines dedicated project managers, a skilled technical team, and a commitment to innovation. We offer a comprehensive range of services including civil, structural, and mechanical engineering, machinery design, construction and project management, and planning services.

KPFF’s Special Projects Division in downtown Seattle, WA is seeking a full-time Senior Project Coordinator to support construction project management efforts for complex infrastructure projects, including federally funded and grant‑supported construction programs. This role partners closely with Construction Project Managers to support contract administration, financial tracking, and compliance with federal funding and grant requirements, including Buy America / Build America Buy America (BABA) regulations, across agencies such as, but not limited to, the Federal Highway Administration (FHWA) and the Maritime Administration (MARAD) throughout design and construction.

Responsibilities include preparing, reviewing, and compiling comprehensive contractual documentation; supporting grant‑related reporting and reimbursement processes; and facilitating seamless coordination with subconsultants and stakeholders throughout the project delivery process.

• Monitoring internal contract expenditures, reporting variances, and actively participating in project budget development and monthly invoicing.
• Providing project administration and controls in support of construction project management, including tracking scope, schedule, budget, and compliance during construction.
• Supporting federal and grant‑funded construction projects, including documentation, reporting, and coordination aligned with FHWA requirements such as Record of Materials (ROM) management, coordination with local programs, and collection of documents including Certificates of Material Origin (CMOs) and Certificates of Compliance (COCs).
• Assisting with Buy America / BABA compliance by tracking material certifications, contractor submissions, and documentation required for federally funded construction.
• Supporting construction contract administration, including project set‑up, contract documentation, work directives, and task orders.
• Monitoring construction contract expenditures and grant budgets, identifying variances and supporting cost tracking and forecasting.
• Assisting with monthly construction pay applications, invoicing, and reimbursement documentation, and coordinating with Accounting to meet federal and agency reporting standards.
• Reviewing, processing, and tracking construction change orders, field directives, and contract modifications in coordination with Construction Project Managers.
• Supporting quality control and compliance procedures related to construction contracts, financial documentation, and grant records.
• Maintaining accurate, audit‑ready construction project files, including grant documentation, compliance records, contracts, pay applications, and correspondence.
• Providing administrative support for construction activities, including updating schedules, tracking submittals, RFIs, and meeting documentation.
• Assisting in the preparation and management of consultant, contractor, and subconsultant agreements related to construction services.
• Coordinating communication between internal teams, contractors, consultants, and public agencies regarding project status, compliance requirements, and administrative processes.

• Strong communication skills suited to construction project management and public‑sector environments.
• Proactive problem‑solving and the ability to anticipate the needs of Construction Project Managers.
• Strong attention to detail, particularly in contract administration and compliance documentation.
• The ability to exercise independent judgment while adhering to established procedures and funding requirements.
• A…