Senior Business Services Coordinator

SeattleFull-timesenior

OtherBusiness Services Coordinator

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Quick Summary

Key Responsibilities

Support the Operations Manager and Administrative Team with fiscal oversight, including account receivables, budgeting,

Technical Tools

OtherBusiness 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