The Project Coordinator is responsible for ensuring the integrity of project information throughout the project lifecycle from proposal request through project closeout. The Project Coordinator captures, manages and disseminates information to and from members of the project team and the customer. A key element of the role is to ensure that the company’s project tracking system and document repositories are current, well organized, and reflective of the status of the projects in the portfolio. The Project Coordinator operates to support assigned projects within their assigned region. The Project Coordinator may be required to interface regularly with customer contacts to provide status updates under the direction of a program or project lead. Depending on needs of the business, the Project Coordinator may be asked to support similar activities in multiple regions for more than one program lead.
Organize and invite participants to the proposal kick off meeting: create calendar event, book rooms and conference bridges, confirm participant list with program manager, organize supporting documents in the database (e.g. SharePoint) and provide links to these for all participants prior to the meeting.
Run weekly proposal reports, follow up on open items, update reports and distribute to weekly meeting participants.
Participate in regional team meetings, capture action Items during the meeting and distribute the updates to the team after the meeting.
Update database (e.g. Project / Site Tracker) with notes received, and milestone completions from proposal and implementation status meetings.
Assist in the development of customer status presentations. Manage ongoing updates for recurring presentations by capturing status updates from team members, organizing presentations and supporting documentation, preparing draft presentations for the program manager’s review. Distribute final versions to meeting participants prior to meeting.
Upload documents into customer databases (e.g. Siterra) and track these updates for customers.
Ensure that required documents are uploaded to database (e.g. SharePoint) as they are created by originators. Provide tactical training and coaching to user-groups to ensure reasonable self-sufficiency and assist where needed.
Organize and invite participants to design reviews and implementation kick off meetings. Assemble supporting documents for the team’s review and ensure that current versions are available and located in database (e.g. SharePoint).
Gather closeout documents for projects that are in the Administrative Close stage. Create phase review checklist and work with key stakeholders to identify correct participants to contact for documentation. Follow up with contacts, gather material and organize in database (e.g. SharePoint) for handoff to next phase / department.
Respond to daily ad hoc requests, including following up with team members to ensure task completion and reorganizing files and folders in database (e.g. SharePoint).
Experience / Required:
High school education with some college or technical school training
Proficiency in MS Office tools including Outlook, Word, Excel, Project, PowerPoint, and Visio, with specific emphasis on Excel, Project and PowerPoint
Solid problem solving and independent thinking skills
Ability to communicate effectively both within and outside of the company verbally and in writing through emails and presentations
Bachelor’s degree in a technical or business field
Some experience with Siterra and SharePoint 2013