STRATEGIC PROJECT COORDINATOR

Description

Summary: Position provides administrative, office, and project management support to the Strategic Project Manager(s) and/or SR SB Project Manager(s) in the areas of document / report creation, records management, communication, scheduling, meeting and travel plans, materials & supply management, purchasing, and customer service.

Essential Functions: Tasks that must be performed by the person in this job. Reasonable accommodation(s) may be requested to enable individuals to perform the essential functions.

• Ability to continually be organized, multitask, works under pressure / deadlines, in a positive and professional manner.

• Create and manage project modules in the company’s software system NetSuite. Manage minutes from project meetings.

• Receive review, forward and track travel requests associated with the project.

• Review project teams expense reports to ensure compliance prior to submittal.

• Update project information and scheduling using typical Microsoft Office suite software, as well as Gantt charts and Microsoft Project.

• Order and track materials from multiple vendors to ensure proper quality control, as well as forecast future material needs.

• Schedule resources, or assist in scheduling resources including vendors and subcontractors, typically during a high demand construction season.

• Provide service to customers in person, by phone or e-mail;

• Record direct labor; payroll hours / billable hours, in order to verify job ticket and timecards are correctly entered per project requirements

• Bill time worked to projects worked

• Assist Project Manager and the Program Manager in various external and internal projects

• Record indirect labor; payroll / non-billable hours, and record all non-billable time associated with the project for accurate earned value assessment.

• Record prevailing wage payroll hours; maintain file copy. and project archive of all prevailing wages accrued during the project life cycle

• Process project related sales orders, job tickets and subcontractor/vendor/customer invoices.

• Receive incoming / prepare outgoing shipments: route to appropriate department / ship via appropriate carrier.

• Provide administrative support including preparing and sending documents to meet critical deadlines.

• Lock / unlock property gates and/or building doors, set security alarms morning and evening.

• Assist in Carrier Coordination.

• Assist in compiling close out documents.

• Other duties as assigned.

Non-Essential Functions: Tasks that may or may not be performed by the person in this job.

• Occasional travel, which may require overnight stays.

• Assist in scheduling , coordinate, and attend customer, vendor and support personnel meetings.

• Leave the office to purchase money orders with cash, go to post office, bank, etc.

• Filing or other duties may be assigned.

Qualifications

Education and/or Experience:

High school diploma or general education degree (GED) and 3 to 5 years of relevant experience and / or training, preferably in the wireless, construction, or industry. Previous experience in scheduling, dispatching, office management, event management is preferred.

Licenses, Certifications:

Must have a valid state driver’s license and be insurable per an acceptable driving record. Some higher education or vocational training, specializing in Project Administration is desired. Those in the position will be encouraged to pursue and obtain a Certified Associate in Project Management (CAPM) certificate. In high security customer work areas, must be able to pass a stringent government back ground checks/drug screening.