Operations Coordinator

Purpose of the Role:

The Operations Coordinator will provide essential support to the administrative and PMO departments by handling high-priority, low-complexity tasks. This role will be matrix managed and critical in assisting the PMO Manager and the Administration Manager with daily operational needs, enabling them to focus on strategic activities. The role is designed to streamline administrative functions, manage contracts, support HR processes, and contribute to the smooth operation of project management and business operations.

Key Responsibilities:

• Pre-Hire and Onboarding Support:
  • Send pre-hire emails to candidates, request background checks, and track pre-hire documentation.
  • Set up schedules, coordinate trainings, and organize meet-and-greet sessions for new hires.
  • Assist with setting up DiSC assessments and sending writing assessments to candidates.
  • Coordinates internal procurement as needed.
• Contract and Client Support:
  • Serve as a liaison between Business Development and clients for contract changes.
  • Track progress of contracts between internal teams and external clients, ensuring timely responses and updates.
  • Supports PMO Department with new engagement lifecycle.
• Event Coordination:
  • Sales/BD Conference Coordination
  • Reserve rooms and venues for company events.
  • Assist in planning and executing company events, managing logistics, catering, and vendor coordination.
• Administrative Support:
  • Assist with preparing and formatting documents, ensuring accuracy and professionalism.
  • Provide general administrative assistance as needed, including scheduling, email management, and coordinating with internal teams.
  • Manage routine office functions and assist with systems development tasks related to PMO.
• Education:
  • High school diploma or equivalent (required); associate or bachelors degree preferred.
• Skills and Competencies:
  • Customer Service: Ability to interact professionally with clients and internal stakeholders.
  • Strong Writing and Communication Skills: Excellent grasp of grammar and proficiency in written correspondence.
  • Microsoft Office Proficiency: Basic knowledge of Microsoft Word, Excel, and Outlook for administrative tasks.
  • Independent Work Ethic: Ability to manage tasks autonomously with minimal supervision.
  • Organizational Skills: High level of organization, capable of managing multiple tasks simultaneously.
  • Problem-Solving: Ability to address basic administrative challenges and identify solutions proactively.
• Strong attention to detail and organizational ability.
• Ability to work collaboratively within a team and independently as needed.
• Customer-focused with strong interpersonal skills.
• Adaptive to new processes and willing to learn on the job.
• Strong verbal and written communication abilities.
• Ability to work across departments, particularly with Business Development, HR, and PMO.
• Ability to manage time effectively and prioritize tasks in a fast-paced environment.
• Onboarding Efficiency: Successfully onboard new hires, ensuring smooth transitions through the pre-hire and training process.
• Project Management Support: Ensures timely execution of relevant tasks.
• Contract Tracking: Maintain up-to-date tracking of all contract progress, ensuring no delays in approvals or negotiations.
• Event Coordination: Execute company events smoothly, ensuring all logistics are managed effectively.
• Handle customer service inquiries within established guidelines.
• Independently manage the onboarding and contract tracking processes, escalating issues as needed.
• Assist in decision-making processes regarding event logistics and coordination.

Essential Skills and Qualifications:

Behavioral Attributes:

Soft Skills:

Performance Outcomes:

Decision-Making: