Job Title: Project Management Coordinator
Department: Program Management
Location: Phoenix, AZ
Reports To: Program Management Director
Job SummaryThe Project Management Coordinator plays a crucial role in supporting the effective functioning of our client'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.
- Ensuring that project documents are up-to-date, accurate, and easily accessible to project teams and stakeholders.
- Facilitating communication between project managers, team members, and stakeholders.
Data Management and System Maintenance:- Managing and maintaining the project management system, ensuring it is up-to-date and functioning efficiently.
- Regularly updating project information and ensuring the accuracy and integrity of data within the system.
- Developing reports to meet project and Program Management department reporting requirements.
- Exploring and implementing automation solutions based on 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, including planning and scheduling activities.
- Developing project schedules in coordination with project managers and inputting data into the project management tool.
- Contributing to 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.
- Contributing to budget management processes to ensure financial aspects align with project goals.
- Participating in the preparation and submission of Request for Proposals (RFPs) for new projects.
- Collaborating with cross-functional teams to contribute relevant information for proposal development.
Internal Quality Audit:- Ensuring adherence to project management standards and methodologies, conducting quality checks on project documentation and deliverables.
- Conducting internal audits to ensure SOPs and guidelines are followed consistently.
- Identifying and addressing any deviations from established processes.
Process Improvement:- Identifying opportunities for process improvement within the program management department and contributing to best practices.
- Developing SOPs and guidelines for project management processes.
- Maintaining a repository of best practices to serve as a reference for project teams.
- Regularly evaluating existing processes to identify areas for enhancement.
- Implementing newly developed SOPs and guidelines across project teams to ensure consistency.
- Exploring automation opportunities to enhance process efficiency.
- Facilitating training sessions to promote understanding and adoption of improved processes.
Administrative Support:- Helping identify, track, and report project risks and issues.
- Scheduling and coordinating meetings, workshops, and project reviews.
- Preparing agendas, distributing meeting materials, and documenting meeting minutes.
Other duties reasonably related to the scope of responsibilities may be assigned.
RequirementsQualifications:- Bachelor's degree in engineering management, business administration, project management, or a related field.
- Executive Master of Business Administration, MBA.
- Recognized project management certifications such as PMP (Project Management Professional), or equivalent.
- 8+ years of experience 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 high work accuracy.
- Ability to work independently and collaboratively.
- Knowledge of project management methodologies (e.g., PMBOK, Agile) is a plus.
Salary Description$90,000 +
