Senior Business Services Coordinator
Fehr & Peers is a team of collaborative transportation and business professionals who are passionate about making a positive impact in the communities we serve. We’re seeking a full-time Senior Business Services Coordinator to join our Seattle, Washington office. This role requires someone who is proactive, enthusiastic, and organized, to effectively assist clients and staff alike. The ideal candidate will be ready to support a variety of critical business functions that require both attention to detail and strong communication skills, including invoicing, accounts receivable, client communications, staff management, and project coordination support.
We provide a flexible, inclusive, and fun atmosphere. Our companywide focus on career development provides staff with ample opportunity for skills development, growth, and mentorship. Join us and grow your career!
Responsibilities include:
- Support the Operations Manager and Administrative Team with fiscal oversight, including account receivables, budgeting, and financial statements
- Assist in the tracking and measurement of project backlog
- Support Operations Manager in the review of project invoices, expense reports, and weekly timesheets
- Provide back-up support to Operations Manager in daily operations management tasks, such as tracking pending contracts, unassigned labor hours on timesheets, and coordinating with Corporate staff including IT team
- Lead project set-up in our accounting and project management software, Vantagepoint, run reports and update project records
- Follow-up on monthly invoices to ensure timely and accurate invoicing of clients
- Strategize approaches for project setups and complex invoices, package and send monthly electronic invoices, and coordinate billing revisions and invoice changes
- Coordinate with project managers to track accounts receivable and follow up with clients about outstanding balances
- Support the Administrative Team with daily responsibilities, ensuring successful task completion and smooth business operations
- Review vendor invoices and submit to Accounts Payable for processing
- Coordinate administrative needs, including food and office supply orders, coordination with building management, and more
- Provide support to day-to-day operations, including staffing the front desk, ordering office supplies, and meeting coordination and event setup as needed
- Request and process forms like insurance certificates, W-9 and more
- Act as a liaison for corporate administrative staff, facilitating relevant information sharing with the local office
- Participate in a companywide administrative group focused on collaboration and enhancement of administrative services
- Coordinate with administrative staff from other offices, and take on some administrative duties from other offices in times of need
- Coordinate logistics for office events, such as occasional staff parties and networking events
- Coordinate recruiting logistics, including the scheduling and coordination of phone interviews and in-person interviews
- 4+ years of experience working in a professional business environment and four-year college degree or equivalent combination of education and experience
- Commitment to high-quality, reliable, and timely work performance
- Exceptional communication, coaching, organizational, and leadership skills
- Proven ability to hold team members accountable for their responsibilities and deliverables.
- Customer service mindset—proactive, solutions-oriented, with the ability to anticipate needs
- Excellent time management and organizational skills—able to manage multiple tasks and deadlines, while maintaining exceptional attention to detail and professionalism
- Eagerness for collaboration with a proven ability to work as part of a team, while building and maintaining strong internal and external relationships
- Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees
- Openness to periodically arrive early and leave late to assist with special events, typically once per quarter
- Intermediate or advanced experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired)
- Familiarity with general bookkeeping and financial management
- Experience with Vantagepoint (or Vision) or another project management/accounting software is a plus
- Experience within the A/E/C industry is a plus
- Direct management experience in a professional services environment is a plus
Placement within the stated pay range will be determined based upon education, experience, and qualifications.
Benefit Highlights:
Medical, Dental, Vision, Life and Disability Insurance.
401(k) Plan with matching and profit sharing.
Flexible Spending Accounts.
Commuter Benefits.
Paid Vacation, holidays and sick leave.
8 weeks of Paid Parental Leave.
Mentoring and Career Development programs.
Research and Development group participation, and more.
Full information about the benefits we offer can be found by visiting our careers page.
EEO: Fehr & Peers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment in the workplace. We welcome applicants of diverse backgrounds, and hire without regard to race, color, creed, religion, sex, gender identity or expression, sexual orientation, marital or parental status, national origin, ancestry, citizenship, age, disability, genetic information, political affiliation, military service or any other characteristic protected by law.
Nondiscrimination: Fehr & Peers ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act of 1964. If you need more information or special assistance for persons with disabilities or limited English proficiency, contact Human Resources.
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