Project Coordinator

TOTH is seeking a highly organized and detail-oriented Project Coordinator to support the Civil Engineering Department. This full-time position provides administrative, technical, and project coordination support for a variety of civil engineering projects, including site development, stormwater management, wastewater systems, potable water systems, and transportation projects.

The Project Coordinator serves as a key liaison between project teams, clients, contractors, regulatory agencies, and internal departments to help ensure projects are delivered efficiently, accurately, and on schedule. The ideal candidate is proactive, collaborative, and skilled at managing multiple priorities in a fast-paced consulting environment.

Essential Duties and Responsibilities:

Project Coordination

• Coordinate and support civil engineering projects from project initiation through completion.
• Assist Project Managers and engineering staff with project planning, scheduling, tracking, and documentation.
• Coordinate project meetings, prepare agendas, document meeting minutes, and track action items.
• Monitor project schedules and communicate upcoming deadlines and project milestones.
• Assist with project setup, maintenance, and closeout activities.
• Support project teams by identifying potential scheduling conflicts, resource constraints, and workflow challenges.

Documentation & Administrative Support

• Maintain accurate and organized project files, records, and documentation.
• Prepare, edit, and distribute project correspondence, proposals, reports, contracts, meeting materials, and presentations.
• Assist with compiling permit applications, project submittals, bid documents, and construction administration documentation.
• Ensure project documentation is current, properly filed, and maintained according to company standards.
• Support document control processes and version management of project deliverables.

Communication & Client Support

• Serve as a point of contact for project-related communications and coordination efforts.
• Coordinate communications among project managers, engineers, technicians, clients, contractors, and regulatory agencies.
• Assist with gathering project requirements, schedules, and information from project stakeholders.
• Professionally represent the company when interacting with clients, consultants, vendors, and public agencies.
• Facilitate effective communication to support project goals and client expectations.

Project Tracking & Operations Support

• Track project status, deadlines, deliverables, and assigned action items.
• Support project budgeting and resource tracking efforts as directed by project leadership.
• Maintain project management software, task logs, and reporting tools.
• Assist with departmental process improvements and workflow optimization initiatives.
• Support special projects and other administrative activities as assigned.