Sr. Project Management Coordinator

The ideal candidate should have strong proficiency in Smartsheet and Cdocs, as these tools will be used extensively. They will manage training assignments within the On-the-Job Training Assignment Program (OTRT) and collaborate with managers on training portfolios and approval requests. Familiarity with Excel is essential for administrative tasks, though training will be provided. Experience with My Buy (or Ariba) for proposal submissions requiring manager approval is important. Knowledge of Miro for creating workflows is beneficial. Basic qualifications include an associate's degree with four years of project management or administrative experience, or a high school diploma with six years of relevant experience. Higher degrees aren't necessary, but substantial project management experience is valued.

In this vital role under general direction, this position as a Senior Project Management Coordinator will be responsible for administering and coordinating key activities centered within the Facilities and Engineering (F&E) teams' business processes and reporting systems for Client Operations. This position is also regularly responsible for supporting training programs, continuous improvement projects and providing guidance to others. This role will represent the F&E team in global network meetings as a site representative for associated projects and responsibilities within the operations organization at the ANC Site.

Responsibilities will include...

• Document management pertaining to SOP and JHA creation, revisions, and workflows executed through CDOCS system
• Maintain a robust scheduling system to ensure training and associated assessments are adequately met to ensure training compliance
• Administer, maintain, and manage the organizations monthly KPI's using systems such as Smartsheet, Tableau, and Maximo
• Facilitate monthly business performance meetings with site leadership teams to report performance and corrective actions when metrics are not met
• Manage finances through company report systems to ensure vendor POs are reconciled; work with management through monthly meetings to ensure organizational budget adherence
• Maintain F&E Work Center Team dashboard and manage improvements through feedback gathering and team workshops
• Produce and distribute regular and custom reports required upon request to support management and leadership team in operations
• Support F&E team during audits; coordinate IRFs, review files and records as required by requesters to ensure timely responses to inspectors and site audit team
• Work as the deviation development lead for F&E by facilitating assessment meetings, RCA's / CAPA schedules, and incident critiques and investigations
• Facilitate meetings and generate meeting minutes to ensure topics discussed are collected appropriately, action items documented and tracked and addressed. Schedule follow-up meetings for activities needing further coordination
• Work with management team to develop and maintain a robust training program in LMS. Schedule working meetings with managers to coordinate, and update TAPs as necessary prior to Annual Training Reviews for all staff within the F&E organization
• May participate in and/or coordinate the presentation of completed projects, best practices, and continuous improvement initiatives, logs, and staff recognition activities and organizational events
• Make recommendations for potential solutions to issues encountered and/or problem solve to address countermeasures when assigned
• Provide technical writing support for cross functional groups within the F&E organization
• Support management team with developing and facilitating quarterly safety workshops
• Develop the organization's monthly newsletter by working with team leaders from each functional area
• Create presentation materials and spreadsheets as necessary
  
  

Basic Qualifications

Associate's degree and 4 years of Project Management or Administrative experience

Or

High School Diploma / GED and 6 years of Project Management or Administrative experience

Preferred Qualifications

• Ability to work well in a fast-paced, deadline driven environment, while collaborating to solve issues and drive continuous improvements
• Excellent written and verbal communication skills; adept in communicating key business information
• Outstanding organizational and interpersonal skills
• Proficient Microsoft Office skills (MS Word, MS Excel, MS PowerPoint, MS Outlook)
• Knowledge of Smartsheet programs
• Experience working with procurement systems
• Ability to prioritize projects