Office Engineer

Job Description

Job Description

Job Title: Office Engineer / Project Coordinator

Job Description

The Office Engineer / Project Coordinator provides day-to-day project coordination and administrative support for multiple projects within a State of Good Repair portfolio. This role supports project managers, construction managers, and key stakeholders by organizing project activities, maintaining accurate documentation, coordinating communication, and tracking project actions to keep projects aligned and on schedule. The position also contributes to document control, project reporting, and coordination across internal stakeholders, contractors, and third parties in a fast-paced project environment.

Responsibilities

• Provide day-to-day project coordination and administrative support across multiple projects within the delivery team portfolio.
• Support project managers, construction managers, and stakeholders in organizing and sequencing project activities.
• Schedule and coordinate meetings, including preparing agendas, distributing materials, and ensuring appropriate attendees are invited.
• Prepare clear and accurate meeting minutes, capture decisions, and maintain action item trackers with due dates and responsible parties.
• Maintain and update project calendars and schedules to reflect key milestones, meetings, and deliverables.
• Track action items and decisions to ensure follow-through and timely completion.
• Manage project correspondence, including emails and formal communications, to ensure proper routing, filing, and follow-up.
• Support onboarding and access coordination for project personnel, including setting up system access and ensuring adherence to project protocols.
• Maintain document control logs for Requests for Information (RFIs), submittals, permits, approvals, and correspondence.
• Maintain project files in the designated document management systems and SharePoint in compliance with established document management standards.
• Ensure electronic project files are organized, current, and compliant with documentation and audit requirements.
• Assist with the preparation of weekly and monthly status reports by gathering data, updating templates, and validating information.
• Support invoice tracking, including logging invoices, monitoring status, and coordinating with project controls and accounting teams as needed.
• Maintain change logs and provide project controls inputs to support cost and schedule tracking.
• Facilitate coordination among internal stakeholders, contractors, and third parties to help resolve project issues and maintain alignment.
• Prepare and maintain typical project deliverables such as meeting agendas, minutes, action item trackers, document logs, project schedules, and coordination logs.
• Support the preparation and maintenance of weekly and monthly reporting inputs to ensure timely and accurate reporting.
• Provide documentation and tracking support for contracts and related project records.
• Adhere to established project procedures and standards while escalating issues to project managers or leadership as appropriate.
• Collaborate with project teams to continuously improve documentation, coordination, and reporting processes.

Essential Skills

• 3–8 years of experience supporting construction, engineering, or transit projects.
• Demonstrated experience working in construction, construction management, or project engineering environments.
• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Strong written and verbal communication skills for preparing agendas, minutes, correspondence, and reports.
• Experience with document control systems, including use of designated document management platforms and SharePoint.
• Proficiency with Microsoft Office applications for documentation, reporting, and communication.
• Ability to manage multiple priorities in a fast-paced project environment while maintaining accuracy and attention to detail.
• Detail-oriented approach with strong follow-through to ensure completion of action items and documentation requirements.
• Ability to collaborate effectively with project managers, construction managers, stakeholders, contractors, and third parties.

Additional Skills & Qualifications

• Experience supporting State of Good Repair or similar infrastructure portfolios.
• Background in coordinating RFIs, submittals, permits, approvals, and project correspondence.
• Familiarity with project controls concepts such as invoice tracking, change logs, and status reporting.
• Experience working within transit, infrastructure, or large capital project environments.
• Comfort working in a support role without direct decision-making authority while providing reliable and proactive assistance to project leadership.

Work Environment

The role supports multiple projects concurrently, with priorities set by the assigned Project Manager or delivery team leadership. The Office Engineer / Project Coordinator works in a dynamic, fast-paced project environment that requires frequent coordination with internal stakeholders, contractors, and third parties. The position relies heavily on designated document management systems and SharePoint for document control and reporting, as well as Microsoft Office for day-to-day communication and documentation. This is a support-focused position without formal decision-making authority, operating under established project procedures and standards. Field access and safety documentation are coordinated through the transit agency’s processes, ensuring that all site-related activities follow established safety and access protocols.

This is a Contract position based out of Seattle, WA.

The pay range for this position is $49.00 - $59.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Seattle,WA.

This position is anticipated to close on Jun 23, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.