Project Management Coordinator

Job Title: Project Management Coordinator

Department: Program Management

Location: Onsite in Phoenix, AZ

Reports To: Program Management Director

Pay Range: $90,000 - $110,000 Per Year

Job Summary

The Project Management Coordinator plays a crucial role in supporting the effective functioning of SEG’s Program Management Department. Responsibilities typically include a combination of administrative, organizational, and support tasks to ensure that project management processes run smoothly.

About the job:

The functional areas and responsibilities expected of the Project Management Coordinator are as follows.

Portfolio, Program, and Project Level:

• Maintaining and organizing project documents at various levels (portfolio, program, and project) including project plans, status reports, schedules, and other relevant documentation.
• Ensure that project documents are up-to-date, accurate, and easily accessible to project teams and stakeholders.
• Facilitate communication between project managers, team members, and stakeholders.

Data Management and System Maintenance:

• Manage and maintain the project management system, ensuring it is up-to-date and functioning efficiently.
• Regularly update project information and ensure the accuracy and integrity of data within the system.
• Develop reports to meet project and Program Management department reporting requirements.
• Explore and implement automation solutions based on the requirements to streamline reporting processes.

Data Entry & Reporting System

• Inputting project data into the project management system and generating standard reports and dashboards for project performance tracking.
• Assisting in resource allocation and capacity planning by tracking resource availability and utilization.

Planning & Scheduling:

• Scheduling and coordinating meetings, workshops, and project reviews, which involves planning and scheduling activities.
• Developing project schedules in coordination with project managers and inputting data into the project management tool
• Contributing to the planning and scheduling aspects of project management by preparing agendas and coordinating project timelines.

Project Controls and Budget Management:

• Tracking and monitoring project performance against budgets, creating reports, and informing management.
• Ability to contribute to budget management processes and ensure financial aspects align with project goals.
• Participate in the preparation and submission of Request for Proposals (RFPs) for new projects.
• Collaborate with cross-functional teams to contribute relevant information for proposal development.

Internal Quality Audit:

• Ensuring that project management standards and methodologies are adhered to, conducting quality checks on project documentation and deliverables.
• Conduct internal audits to ensure that SOPs and guidelines are being followed consistently.
• Identify and address any deviations from established processes.

Process Improvement:

• Identifying opportunities for process improvement within the program management department and contributing to the development and implementation of best practices.
• Develop Standard Operating Procedures (SOPs) and guidelines for project management processes.
• Create and maintain a repository of best practices to serve as a reference for project teams.
• Regularly evaluate existing processes to identify areas for enhancement and optimization.
• Collaborate with stakeholders to gather feedback and insights for process refinement.
• Implement newly developed SOPs and guidelines across project teams to ensure consistency and adherence to standards.
• Explore opportunities for automation to enhance the efficiency of existing processes.
• Work towards integrating automated solutions where applicable to streamline workflows.
• Facilitate training sessions to ensure the understanding and adoption of improved processes.
• Ensure that all team members are aware of and follow the latest process improvements.
• Collaborate with project managers and teams to plan for process enhancements based on project requirements and industry best practices.
• Document updated processes and communicate changes effectively to relevant stakeholders.

Administrative Support:

• Help in the identification, tracking, and reporting of project risks and issues.
• Schedule and coordinate meetings, workshops, and project reviews.
• Prepare agendas, distribute meeting materials, and document meeting minutes.
• Schedule and coordinate meetings, workshops, and project reviews.
• Prepare agendas, distribute meeting materials, and document meeting minutes.
• Other duties reasonably related to the scope of responsibilities may be assigned.

Qualifications:

• Bachelor’s degree in engineering management, business administration, project management, or a related field.
• Executive Master of Business Administration, MBA
• Possession of recognized project management certifications such as PMP (Project Management Professional), or equivalent.
• Previous experience (8 years) in project management support or administrative roles in the Engineering, Architecture and/or Construction field.
• Proficiency in project management software and tools (e.g., BQE Core, Smartsheet, Microsoft Project).
• Strong organizational, communication, and interpersonal skills.
• Attention to detail and a high level of accuracy in work.
• Ability to work independently and collaboratively in a team environment.
• Knowledge of project management methodologies (e.g., PMBOK, Agile) is a plus.