Project Coordinator - Civil

Project Coordinator - Civil

Department: Civil/Municipal

Employment Type: Full Time

Location: Sanford, FL

Reporting To: Larry Wray

Description

CPH is a multi-disciplined Engineering and Architectural design firm that ranks in the nation's Top 500 Design Firms by ENR Magazine.

CPH has an opening in our Sanford, FL office location for the following position:

Civil Project Coordinator

The Project Coordinator (PC) plays a critical role in supporting project execution by managing contracts, schedules, budgets, documentation, and stakeholder communication. This role ensures seamless coordination of operational and logistical aspects across project teams. It acts as a bridge between project management and cross-functional teams, ensuring that projects run efficiently while maintaining clear and effective communication with sub-consultants, clients, and internal teams across multiple disciplines.

The ideal candidate thrives in a fast-paced, multi-disciplinary environment and is highly organized, detail-oriented, and proactive in problem-solving. This role will require one who is comfortable hitting the ground running with a proactive approach to learning new systems, tools, software, and processes to support their team quickly and efficiently.

Duties Include:

1. Project Setup & Administrative Coordination

• Assist in pipeline development and tracking, and ensure appropriate records are created and updated.
• Assist with initial project setup, ensuring that files, templates, tracking tools, and systems are established correctly. Ensure compliance with company Standard Operating Procedures (SOPs) for project setup and execution.
• Maintain project documentation, including contracts, scopes of work, meeting minutes, action items, change orders, and sub-consultant agreements.
• Assist the team as needed with any grant opportunity research, application development, and submission coordination.
• Facilitate (as needed) internal kick-off meetings to align teams on project scope, roles, and deliverables.

1. Schedule & Budget Tracking

• Work closely with the team to assist in budget tracking, financial forecasting, and invoicing preparation.
• Support the maintenance of project schedules, ensuring alignment with deadlines and deliverables.
• Track change orders and budget modifications, ensuring that project financials remain updated and aligned with contractual agreements.

1. Contract & Documentation Management

• Assist in contract lifecycle management, including sub-consultant agreements, client contracts, and regulatory documentation.
• Ensure proper digital and physical record-keeping for all project-related documents, maintaining version control and accessibility.
• Coordinate with legal and finance teams to ensure contract compliance, approvals, and execution.
• Assist the design team in the preparation and creation of proposal documents and exhibits.

1. Stakeholder & Client Coordination

• Act as a liaison between internal teams, sub-consultants, vendors, and clients, ensuring clear and efficient communication.
• Support client interactions by preparing meeting materials, presentations, and project reports.
• Facilitate cross-disciplinary coordination across internal teams, including engineering, permitting, finance, and architecture.

1. Financial Review & Reporting Support

• Assist in preparing weekly financial reports, tracking project expenditures, and work authorizations (EWA).
• Coordinate with the team to validate billable hours, budgets, and contract compliance.
• Support financial forecasting and fund allocation as part of the grant lifecycle, if applicable.
• Track billing milestones and assist with invoice processing, ensuring alignment with project scope and financial goals.

Requirements:

Education & Experience:

• Associates, Bachelor's degree, or equivalent work experience.
• Experience in project coordination, preferably within the AEC industry or professional services environment preferred.
• Experience with preparing and creating proposal documents and exhibits in the Civil Engineering space.
• Experience with financial tracking, contracts, and multi-disciplinary project coordination.

Work Environment:

• Professional office setting with periodic site visits or agency meetings.
• Frequent use of standard office equipment such as computers, phones, printers, and filing systems.

Physical Requirements:

• The physical demands below are representative of those that must be met by an employee to effectively perform the essential functions of the role.
• The person in this position may require sitting or standing for long periods of time and lifting up to 25 pounds.

Compensation & Benefits:

• Dependent upon experience.
• CPH offers Medical, Dental and Vision and Long-Term Disability with a quality insurance company.
• Company Paid Life Insurance and Short-Term Disability.
• 401K, Paid Personal Time Off, Paid Holidays, and Paid Paternal Leave.

CPH is an Equal Opportunity/Affirmative Action/Drug Free Work Environment Employer.

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