Project Coordinator (Administrative)

PMO Project Coordinator Department: Project Management Office (PMO)Reports To: Project ManagerLocation: Salt Lake City, UT About the Role: The PMO Project Coordinator plays a critical support role in assisting project management teams by tracking project progress, organizing meetings, maintaining documentation, and ensuring that project tasks are completed on time, within scope, and according to quality standards. This position requires strong organizational and communication skills to keep project teams aligned and on track, ensuring all deliverables are met within project timelines and budgets. The PMO Project Coordinator also facilitates coordination between various stakeholders and departments, ensuring that project objectives are clearly communicated and achieved. This role requires up to 50% travel to client sites and project locations within the U.S and internationally. Key Responsibilities Project Tracking and Reporting: Assist in tracking and monitoring the progress of projects, ensuring milestones, timelines, and deliverables are met. Compile and analyze project data to prepare regular progress reports, highlighting achievements, risks, and issues that need attention. Maintain project schedules and ensure updates are made regularly to reflect the status of all tasks and activities. Meeting Coordination: Organize and coordinate project meetings, including scheduling, preparing agendas, and ensuring all stakeholders are informed and prepared. Record meeting minutes and action items and ensure follow-up on assigned tasks to ensure timely completion. Track decisions made during meetings and ensured clear communication of outcomes to relevant team members and stakeholders. Documentation Management: Maintain up-to-date project documentation, including project plans, status reports, risk logs, and action items. Ensure proper storage and easy accessibility of project files for team members and stakeholders. Assist in the preparation and distribution of project documents to internal and external stakeholders as required. Task and Resource Coordination: Assist in the coordination of project tasks, ensuring they are assigned, tracked, and completed on time. Help manage project resources (personnel, equipment, materials) and ensure their availability for project tasks as needed. Work with team members to prioritize tasks and identify any potential resource conflicts or bottlenecks. Stakeholder Communication: Act as a liaison between project teams and stakeholders, ensuring effective communication throughout the project lifecycle. Provide updates to stakeholders on project progress, risks, and issues, and facilitate the escalation of concerns when necessary. Ensure that all team members are aligned on project goals, timelines, and responsibilities. Risk and Issue Management: Support the identification and tracking of project risks and assist in developing strategies for mitigating or addressing potential issues. Maintain a log of project issues and work with the project team to ensure timely resolution. Proactively identify opportunities to address problems before they impact project timelines or deliverables. Project Compliance and Quality Assurance: Assist in ensuring that all project tasks adhere to established quality standards and comply with relevant regulations and company policies. Help monitor adherence to project scope and assist in managing any changes to scope, schedule, or budget. Budget and Financial Tracking: Assist in monitoring project expenditures and tracking budget compliance. Help prepare cost estimates and assist in identifying any financial discrepancies or risks. Continuous Improvement: Suggest process improvements within the PMO to help streamline project coordination and enhance team efficiency. Assist in the implementation of new tools, systems, or best practices to improve overall project performance and outcomes. Required Skills and Qualifications: Strong organizational skills with the ability to manage multiple tasks and prioritize effectively. Excellent written and verbal communication skills, with the ability to interact effectively with project teams, stakeholders, and external partners. Proficiency in project management tools (e.g., MS Project, Asana, Trello) and Microsoft Office Suite (Excel, Word, PowerPoint). Detail-oriented with a strong focus on quality and accuracy in documentation. Ability to work independently as well as part of a collaborative team. Strong problem-solving skills and ability to anticipate and address issues proactively. Preferred Qualifications: Bachelor's degree in project management, Business Administration, Engineering, or a related field. Previous experience in project coordination, particularly within a PMO or similar environment. Familiarity with project management methodologies (e.g., Agile, Waterfall). Experience with project tracking software (e.g., Microsoft Project, Primavera) and task management tools (e.g., Monday.com, Smartsheet). Summary: The PMO Project Coordinator is a key member of the project management team, providing essential support to ensure project activities are tracked, organized, and executed efficiently. This individual must have a keen eye for detail, be highly organized, and have strong communication skills to work effectively with a variety of stakeholders. The role is ideal for someone who thrives in a dynamic environment and is committed to ensuring that project milestones are met on time and within scope, contributing to the overall success of the project.