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Project Coordinator IV
Ref No.: 18-07436
Location: Bridgewater, New Jersey
Provide administrative support to the project team and PMO
Project Coordinator responsibilities will include working closely with the PMO to prepare comprehensive action plans, including resources, timeframes and budgets for projects. You will perform various coordinating tasks, like scheduling and event management, along with administrative duties, like maintaining project documentation and handling financial queries.
In addition you will be responsible for drafting support materials, maintaining filing and record keeping systems, coordinating data collection, and generating reports.  You will be facilitating travel/meeting plans, and preparing and tracking reports and budgets. You will serve as a channel of communication with various sub teams within the project as well as manage logistical coordination of events.
Interested candidates should possess solid project management, communication, planning and organizational skills. They should be comfortable and effective working independently with little supervision within a deadline-driven environment, providing constant attention to detail and follow-up. A minimum of seven years related experience is required 
Job Responsibilities & Performance Standards:
  •  Maintains a detailed project schedule which includes administrative tasks.
  •  Participation in Team Meetings, taking minutes and action items.
  •  Coordinate and participate in meetings, including decks to be presented, minutes and action items.
  •  Maintain Project Managers/Project calendars and mailbox.
  •  Ensure coordination of the interfaces with other teams.
  • Prepare and/or edit meeting minutes, presentations and tables.
  • Responsible to track project changes and update project documents as agreed with project management.
  • Compile summary documents, e.g. Management Summary etc.
  • Collect and include contributions of the Team. Follow up with team on action items.
  • Provide Administrative support to the Project Team and PMO by;
    • Processing incoming and outgoing mail and e-mail while maintaining confidentiality.
    • Composing and accurately typing correspondence and administrative documents according to established guidelines.  Edit for content, context, accuracy, and consistency.
    • Complete expense reports as requested ensuring policy adherence.
    • Use sound judgment to respond to questions, requests, or needs.
    • Organize and coordinate activities.
    • Coordinate calendars, travel itineraries and maintain associated records. Coordinate meetings as necessary to include preparation of agenda and all materials pertinent to meetings.  Schedule appointments, interviews and arrange travel for team members
    • Make necessary logistical arrangements for Meetings, presentations, workshops, trainings etc.
  • Display high level of effort and commitment to performing work; demonstrate trustworthiness, confidentiality and responsible behavior.
  • Demonstrate eagerness to learn and assume responsibility; pursue and accept increased responsibility; display a "can do" approach to work.
  • Demonstrate persistence and seek alternatives when obstacles arise; seek alternative solutions; do things before being asked or forced to by events.
  • Work within the system in a resourceful manner to accomplish reasonable work goals; show flexibility in response to process change and adapt to and accommodate new methods and procedures.
  • Accept direction and feedback from supervisors and follow through appropriately.
  • Coordinate data collection and generate reports.
  • Research, collect, and analyze data accurately and thoroughly from reports, files, databases and other sources as requested. Compile information for the timely preparation of reports and distribute to appropriate individuals within established timelines.
  • Maintain confidentiality of records as necessary and follow applicable policies regarding release of information.

  • Excellent knowledge and advanced skills in the use of the E-mail, Microsoft Office, including Microsoft Word, Excel, PowerPoint and Project.  Additional software expertise is a plus.
  • Must have strong organization, interpersonal and communication skills.  
  • Ability to analyze reports and administrative data.
  • Strong decision making and negotiation skills.
  • Must be a team player and participate in developing a positive, productive work environment.
  • Must be detail oriented and complete tasks with a high degree of accuracy.
  • Ability to multi-task and adapt to changing business priorities with tight deadlines.
  • Must be able to travel to offsite meetings.