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Project Coordinator II
Ref No.: 18-12566
Location: South San Francisco, California

General administrative assistance including but not limited to:
Responsible for creating and maintaining Project Team master calendars
Responsible for creating and maintaining Project Team distribution lists
Extensive calendaring and meeting coordination, for Project Team as well as assigned key project team members
Arranges and coordinates logistical support for meetings, events, and activities both on and off-site
Travel arrangement preparation, including pro-active calendaring of complex meetings, including being the point of contact for guests and presenters
Processing of assigned team members' expense reports
Responsible for working with Project Management to coordinate and minute regularly scheduled Project team meetings, including preparation of agendas, capturing and issuance of meeting minutes
Order catering and office supplies for a variety of meetings and events, greet visitors, disseminate information
Ensures the purchase of required office, computer, and telecommunications equipment to support the Project Team
Assist in planning of teambuilding and collaboration activities for the Project Team
Identify and anticipate needs of the group and plan work activities accordingly. Look for areas of activity overlap with co-workers and leverage resources to maximize time, resources and dissemination of information
Additional responsibilities include filing, photocopying and distribution of documents, disseminating of incoming mail, and generally providing administrative assistance as necessary
Project Document Coordination Support:
Manage and maintain Project Team's documentation (for project management, engineering design, procurement, construction, and commissioning), in electronic document management systems
Serve as the subject-matter-expert for Project Team knowledge-management repositories, leveraging various electronic document management systems and databases (i.e. Touchpoint, PKM, Google Apps software) and reporting tools
Assist in management of Project Team's visual management performance systems (Planning Board, iObeya, SQDEC, metrics, performance dashboards, key performance indicators). Support any additional project management deliverables, tracking, metrics, and reporting.
Provide additional ad hoc project/program management support, as defined by Project Team Lead
Coordinate development of Project Turnover documents

The Administrative Associate / Project Documentation Coordinator must be responsible, reliable, and a self-starter. Individual must possess strong, positive interpersonal skills and demonstrated experience indicating attention to detail, organizational and follow up skills. Able to successfully support multiple projects simultaneously and meet set deadlines. Able to handle routine and impromptu assignments with minimal supervision. Demonstrate flexibility to take direction on assignments from Manager and co-workers yet demonstrate autonomy in managing time and priorities. Demonstrate excellent communication skills (both written and verbal). Fully utilize full suite of PC/Mac software applications, as well as multiple document management platforms. Able to work independently, display proactive problem solving and good judgment within agreed parameters. Exercise discretion with sensitive/confidential information.
The successful candidate will be a seasoned administrative / project documentation coordination professional with a proven record of success working in fast-paced environments that requires a high-level of professionalism, organization, attention to detail and accuracy. Individual must possess strong, positive interpersonal skills and have the ability to work with diverse individuals. Must be willing and able to handle large volume of routine work, as well as undertaking more challenging tasks while consistently delivering accurate and timely work product. Further, it is critical the Administrative Associate / Project Documentation Coordinator has strong ability to remain poised in such a fast-paced environment and forms and effective network and strong working relationships with peers.
Self-starter with excellent time management and organizational skills with proactive approach that is results-focused.
Demonstrated ability to work in a team-oriented, collaborative environment
Demonstrated ability to communicate clearly and professionally, both verbally and in writing
Advanced knowledge and experience using and maintaining electronic document management systems
Strong administrative technical skills using MS Word, Excel, PowerPoint, Corporate Time Calendar required. Proficiency with Genentech standard applications preferred
Demonstrated effective time management and organizational skills
Demonstrated change management skills, as well as versatility in responding to change
Demonstrated project coordination and workflow management skills
Demonstrates a sense of urgency and proactive approach that is results-focused

EXPERIENCE/EDUCATION: 5+ years experience as a senior level administrative assistant in a fast-paced environment 2+ years of project management / project documentation coordination experience 2+ years experience in construction or design engineering coordination position (preferred) Experience in working with remote teams (preferred) AA degree or equivalent experience required (Bachelors degree preferred)