Project Coordinator, Senior

The Senior Project Coordinator plays a pivotal role in ensuring the smooth execution of training projects and manages project development and delivery schedules for internal audiences. This role supports the execution of training solutions at various levels of development and delivery through communications, documentation, metrics and dashboards, project management, and administration. Incumbent also provides confidential administrative/clerical support to senior management and general administrative assistance to the entire department staff. Administrative responsibilities include scheduling meetings and events, vendor management, filing and supply inventory management, and expense report processing. Uses independent judgment in carrying out responsibilities and takes the initiative to handle routine and semi-routine matters.

What You Will Do:

Project Coordination and Execution:

• Serve as the primary coordinator of internal small and large-scale training projects while updating timelines, and maintaining detailed and accurate notes. 
• Develop and maintain development and delivery schedules for internal training initiatives. Establish priorities, create work plans, and track progress toward achieving project objectives. Monitor activities and data to ensure they remain aligned with ABS’ long- term goals.
• Maintain and update project management system 
• Provide progress reports to LO management for various internal training projects, including analysis of estimated work efforts for internal development and delivery teams and SMEs. 
• Develop, establish, and run project metrics through PowerBI dashboards to estimate resource requirements within the approved budget and schedule and in accordance with company quality requirements.
• Create project status presentations for delivery to LO Leadership and ABS Stakeholders.
• Run reports and communicate to employees with overdue training.
• Determine resource planning utilization in the project management system for the LX (Delivery) team.
• Assist with audit preparation and monitor EtQ LORG documents.
• Assist the LX (Delivery) team with special projects as needed; examples include but are not limited to creating LMS guides, streamlining emails, and creating custom pages.
• May set up projects utilizing spreadsheet software and/or database systems.
• Serve in an administrative capacity on department project teams, as necessary.

Marketing Communications:

• Author communication about the impact of the Learning Organization function with ABS global staff through internal publications, client-facing websites, and internal key sites.
• Create and format PPTs for meetings and presentations.

Administrative Support:

• Handle set-up, processing, tracking and reporting of vendor services and invoices. 
• Recommend for approval and maintains vendor contracts, updates, renewals, legal clearance, and FSG reporting
• Work closely with the Accounting department and enter contractor invoicing data into the company's accounting system on a regular basis.
• Maintain accurate records of invoices, payments, and related documentation. 
• Identify and resolve billing discrepancies and issues. 
• Manage Learning Organization various software licenses.
• Administer Safety meetings. 
• Process expense reports. Generates and/or processes other reports as necessary.
• Ensure time sheets are entered into the accounting system on a weekly basis.
• Where appropriate, directly handle routine and semi-routine matters on behalf of the LO.
• May perform other tasks or participate in special projects as assigned.

Filing and Supplies:

• Set up and maintains files in a timely and organized manner.
• Ensure office supply inventory for the department is maintained.
• May maintain ABS capital equipment computer budgets and track purchases made against budgets.

What You Will Need:

Education and Experience

• Bachelor’s degree or equivalent.
• A minimum of 5 years of experience in project or account coordination. Prior experience as project coordinator or project manager within a production team environment a plus. Prior experience in training or corporate communications a plus.

Knowledge, Skills, and Abilities

• Has proven proficiency of project management tools and methodologies. 
• Has experience managing multiple projects across functions; has experience working with third party companies.
• Is a strong team player with the ability to work access multiple functions and disciplines.
• Demonstrate the human relations skills necessary to maintain positive client contacts and provide leadership and motivation, when required, to other staff members and peers.
• Ability to identify, analyze, and solve complex problems. 
• Demonstrate ability to prioritize and multi-task by working on multiple projects while staying focused on deadlines, budget expectations, and business results.
• Demonstrate flexibility and critical thinking skills when managing changes in scope, implementation, timelines, and priority of a project.
• Demonstrate the ability to problem solve and work in a team environment with ability to interface with various levels of personnel within ABS.
• Has excellent oral and written communication skills. Should be able to adapt communication style to suit different audiences.
• Demonstrate a meticulous approach to work and attention to detail.
• Is action oriented. Should be able to follow up on feedback to ensure positive outcomes.
• Demonstrate excellent software skills in MS Suite (Word, Excel, PowerPoint, Outlook).
• Advanced level skills in the use of office equipment (adding machines, copiers, fax machines, etc.).
• Advanced level skills in office automation software (some of which may include spreadsheets, word processing, presentation, mail/calendar/scheduler programs). Aptitude to learn additional programs as required.
• Excellent oral and written communication skills. 
• Excellent arithmetic skills.
• Advanced level clerical and general office skills. 
• Ability to handle routine and non-routine business matters in the absence of or on behalf of the Executive.
• Ability to simultaneously handle multiple assignments and prioritize workload accordingly.
• Demonstrated ability to interface with levels of personnel.
• Working knowledge of the ABS Health, Safety, Quality and Environmental Management System.

Reporting Relationships:

Reports to an Executive level manager and has no direct reports.