Project Coordinator - Federal

Jacobs is a leading design firm in the Government, Commercial, Healthcare, Data Center and University sectors. We provide award winning architectural and engineering services in all phases of building design and construction. Our collaborative approach allows us to successfully deliver fully integrated professional services for a broad range of clients and project types worldwide.

At Jacobs, we help prepare people for new opportunities and challenges. With positions at every level, openings in multiple disciplines, expertise in a range of markets and offices around the globe, we create an environment where you can learn, grow, and thrive. From our competitive benefits program to our Health and Safety initiative of Beyond Zero workplace injuries, we believe that you'll find a flourishing career here at Jacobs.

Position Summary:

The Project Coordinator serves as an integral partner to our Project Managers, helping drive the day-to-day execution and coordination of projects from initiation through closeout. Reporting to the Administration/Coordination Group Leader, this highly collaborative role goes beyond traditional administrative support by taking ownership of project coordination activities, anticipating project needs, proactively resolving issues, and helping keep projects organized and on schedule. This is far more than a traditional administrative support role. Successful Project Coordinators become trusted business partners who help Project Managers increase capacity, improve project execution, and deliver exceptional client service.

Working closely with Project Managers, technical teams, clients, and project stakeholders, the Project Coordinator develops an understanding of each Project Manager’s workflow, communication style, and project priorities. As Project Coordinators gain experience and build trusted partnerships with their Project Managers, they assume increasing responsibility throughout the project lifecycle, becoming an extension of the Project Manager and creating the capacity for Project Managers to focus on technical leadership, client relationships, and strategic project delivery.

Primary Job Responsibilities:

Provide technical and administrative support for project management and general administration.

Duties include direct support for Program Manager, Deputy Program Manager and Task Order Manager. Will also support Design Managers and Project Managers as needed.

Project Management Support:

• Work closely with Project Managers and Design to organize production of client submittals and coordinate project schedules

• Assemble project deliverables and prepare transmittals of data.

• Prepare spreadsheet reports from raw data provided by managers.

• Type drafts and finals of correspondence, reports, specifications and transmittals from typed and handwritten copy.

• Document meeting discussions and prepare meeting minutes

• Gather all project submittal documents and information, proofread, format and assemble for reproduction

• Oversee reproduction of project submittals and perform final QC before being shipped/delivered to the client

• Attend project meetings and generate meeting minutes for distribution

Administrative Support:

• Type into final form correspondence, reports and transmittals from typed or handwritten copy.

• Maintain administrative files

• Proof reading, typographical editing, and copying documents and materials.

• Arrange and create meetings through Outlook Calendar

• Arrange and coordinate project travel

• Assist other administrative assistants as needed.

• Prepare expense reports for various staff

• Perform general administrative support (including but not limited to prepare shipping transmittals, FedEx, photocopying, creation of binders, scanning drawings, miscellaneous printing etc.)

• U.S. Citizenship

• Fluency in written and spoken English

• High school graduate, or equivalent; (specialized training or education may be substituted for part of the experience)

• At least 3 years of related administrative experience

• Self-motivated, competent in office administrative procedures

• Proficiency in grammar, articulate speech and accuracy in typing and computer skills requires

• Must have good organizational and time management skills for working multiple task assignments received from multiple sources; good human relations skills, and professional appearance

• Must be able to work occasional overtime

• Windows environment experience; database management; proficient in Microsoft Word and Excel

Ideally, you'll also have:

• Ability to coordinate with multi-offices, be organized and communicate well

• Ability to work in a fast-paced environment and work under tight deadlines, while maintaining high quality standards

• Ability to work closely with Project Managers to organize production of client submittals and coordinate project schedules

• Ability to gather all project submittal documents and information, proof read, format and assemble for reproduction

• Ability to oversee reproduction of project submittals and perform final QC before being shipped/delivered to the client

• Ability to arrange and create meetings through Outlook Calendar

• Ability to arrange and coordinate project travel

#LI-KS7

Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.