Moffatt & Nichol is actively seeking a Project Coordinator to join our Woodlands office. As the successful hire, you will support project managers in executing operational and administrative tasks. This includes supporting project execution, pursuit, setup, and closure, and may participate in bid and construction support. 

About Moffatt & Nichol:  

Moffatt & Nichol is a leading U.S.-based global infrastructure advisor specializing in the planning and design of facilities that shape and serve our coastlines, harbors and rivers, as well as an innovator in the transportation complexities associated with the movement of freight. For the 2^nd year in a row, Moffatt & Nichol is ranked Engineering News-Record #1 for Marine & Port Facilities and Top 20 in Transportation. We were also named Southeast Design Firm of the Year 2023. 

Moffatt & Nichol's professional staff includes engineers, planners, scientists and architects who serve our global client base from offices in Europe, North America, Latin America, and the Pacific Rim. The firm provides clients worldwide with customized service and a level of excellence that have become the firm’s hallmark in several primary practice areas – ports and harbors; coastal, environmental and water resources; urban waterfronts and marinas; transportation, bridges and rail; inspection and rehabilitation; and energy. 

Duties and responsibilities: 

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. 

• General team support:
  • Document proofreading and editing 
  • Compile, create, revise, format and edit documents using Microsoft Office Products. QC check data, tables, formulas and formats within spreadsheets for accuracy
  • Organize and support regular technical meetings, assist in note taking 
  • Ability to identify and recognize when assistance would benefit the team; be proactive 
  • Training Project Assistants
• Pursuit Support:
  • BST10 Smart Client:
    • Setup Opportunity with assistance from Project Director (PD), Project Manager (PM) and/or Project Administrator (PA)
    • Setup Pursuit Numbers
  • Submit contracts for review 
  • Develop draft teaming agreements as directed by PM for legal review 
  • Developing and updating project plates for marketing
  • Writing and updating resumes for specific pursuits
  • Assist PM maintaining JV agreements and preparing modifications throughout project or contract
• Project Setup:
  • BST10 Smart Client
    • Setup Project number in BST with assistance from PD, PM, Project Financial Analyst (PFA) and/or PA
    • Setup budget worksheets with assistance from PD, PM, PFA and/or PA
    • Develop resource plans with assistance from PD, PM, PFA and/or PA
  • Maintain on-call contract sheet, maintain costing sheets with correct rates for team to use for cost estimates, track overall contract budget
  • For each project, setup vendors and subcontractors by organizing, obtaining and submitting the following: 
    • For vendors:
      • Obtain fee proposal
      • Assist PM in obtaining new vendors/subcontractor W9s
      • Submit 
    • For subcontractors:
      • Obtain certificates of insurance
      • Obtain fee proposal
      • Assist in assembling subcontractor contract and obtain necessary signatures
      • Assist PM in obtaining new vendors/subcontractor W9s
      • Submit
• Project execution support:
  • Organize and set up project meetings
  • Maintain electronic files (Q drive folders)
  • Prepare meeting notes and distribute
  • Prepare transmittals 
  • Assist PM in the review of subcontractor invoices, review of the prebills, preparing progress reports, both financially and project related
  • Online delivery of large project files via Newforma system 
  • Assistance with QMS items: project folder set-up and maintenance, preparation of Project Plans and Project Quality Plans
  • Communications with Project Team (Client, subconsultants, etc.) – Following up with Clients
• Project Closure
  • Assist PM with project closure report and closure activities. Coordinate and archive closed projects and files according to procedure
• Bid Support
  • Assist PMs as needed with creation of bid documents utilizing M&N & client templates, advertisement, distribution of Addenda and project documents to bidders, pre-bid meeting room set up & recording of bids
• Construction Support
  • Receive and process construction RFIs and submittals, work with PM to collect input, edit and issue responses, update status log, and archive final documentation. Work with PM & IT to set up new projects in Newforma
  • Set up new projects in Newforma
  • Closeout Documentation and Archiving: 
    • Request, receive and file closeout documents from Contractors throughout the project to ensure submittal compliance
    • Organize and assemble project documents for turnover to the client at the end of the project
    • Prepare and assemble client specific final project closeout reports 
    • Coordinate and archive closed projects and files according to procedure

Other duties: 

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Qualifications: 

• Bachelor’s Degree in a related field or relevant experience
• 5 to 10 years of experience in Project Administration
• 5 years of experience working in Engineering or Construction Services
• Experience with A/E contract and terms
• Excellent communication skills and able to meet deadlines in a dynamic environment with multiple project responsibilities
• Self-motivated, highly organized, positive, and takes pride in work and being an integral part of a committed team
• Microsoft Office Professional skills with intermediate proficiency in Word, Excel and PowerPoint
• Proficiency with Adobe Acrobat Professional, Bluebeam, Newforma, Microsoft Windows, Explorer, Teams and Zoom
• Experience with BST or similar ERP
• All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171
• Moffatt & Nichol uses E-Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire 

Working conditions:

Sedentary for prolonged period of time, interact with clients, and travel occasionally.

Moffatt & Nichol’s EEO Statement:

As a global business, Moffatt & Nichol relies on diversity of culture and thought to deliver on our goal of Creative People, Practical Solutions® serving our client needs, and ensures nondiscrimination in all activities in accordance with Title VII of the Civil Rights Act of 1964. We continuously seek talented, qualified employees in our world-wide operations regardless of race, color, sex/gender, including gender identity and expression, sexual orientation, pregnancy, national origin, religion, disability, age, marital status, citizen status, protected veteran status, or any other protected classification under country or local law. Moffatt & Nichol is proud to be an Equal Employment Opportunity/ Affirmative Action Employer/ Federal Contractor desiring priority referrals of all protected veterans for job openings.

EEO is the LAW

If you need more information or require special assistance for persons with disabilities or limited English proficiency, please contact Human Resources at (562) 590-6500 or TTY/TDD users please call 711.