Project Coordinator

Overview

This position is ideal for an organized professional looking to build a career in project management within a high-speed, technical facilities environment.

Responsibilities

1. Administrative and Documentation Control

• Project Documentation Management: Manage the centralized repository for all project files, including contracts, permits, schedules, drawings, reports, and meeting minutes, ensuring proper version control and easy accessibility for the entire team.
• Correspondence: Draft, format, and distribute official project correspondence, memoranda, and internal communications on behalf of the Project Managers and Director.
• Contract Support: Assist the Project Managers with administrative tasks related to vendor onboarding, drafting work orders, and tracking insurance and compliance documentation.
• Information Flow: Ensure the seamless flow of critical information between the Project Managers, the Due Diligence team, the Project Drafter, and the on-site operational teams.

2. Schedule and Logistical Support

• Meeting Coordination: Schedule and coordinate all project meetings (internal and client-facing), prepare agendas, attend sessions, and distribute detailed meeting minutes and action items promptly.
• Timeline Support: Assist the Associate Project Manager and Senior Project Manager with updating and maintaining high-level project schedules, inputting data, and monitoring critical path activities.
• Travel and Expense: Coordinate travel arrangements and process expense reports for the Project Management leadership team.
• Procurement Support: Initiate and track requests for purchase orders for project materials and services, working closely with the Accountant and Procurement department to expedite delivery.

3. Reporting and Closeout

• Status Reporting: Compile data from various sources (schedules, budgets, action logs) to assist the Project Managers in preparing regular project status reports for executive review.
• Action Tracking: Maintain and follow up on critical action item lists (AILs), ensuring assigned team members complete tasks by their deadlines.
• Project Closeout: Assist in the formal project closeout process, including archiving documentation, reconciling final accounts, and gathering lessons learned feedback for future deployments.

Qualifications

• Associate’s degree required; bachelor’s degree in business, Communications, or Project Management preferred.
• At least 2 years of experience in a Project Coordinator, Project Administrator, or Executive Assistant role supporting a multi-project environment, preferably in construction, facilities management, or corporate real estate.

Technical Proficiency:

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Demonstrated experience with project management or scheduling software (e.g., SharePoint, MS Project, Asana, SmartSheet).
• Attributes: Exceptional organizational skills, outstanding verbal and written communication abilities, a proactive approach to problem-solving, and a high level of discretion.
• Travel: Minimal travel required (up to 10%), primarily for team meetings or local site documentation support.