Project Coordinator

Typical Pay Range: $78,000 - $94,000 annually depending on experience.

Position is hybrid office / work from home (minimum 3 days in office).

The Project Coordinator (PC) reports to the Operations Project Manager (OPM) and assists in the development and maintenance of the AIM/IMAP service schedule for global support to Department of State facilities overseas.  The PC is responsible for the coordination of Post visits, requiring extensive collaboration with multiple internal working groups and external stakeholders; ensuring travel, Electronic Country Clearance (ECC), and other logistical matters are arranged and serving as the primary point of contact (POC) for each visit.  

The PC will also contribute to the ongoing updates and improvements to internal processes and procedures and assist with regular Client deliverables and reports. The PC must possess excellent organizational and communication skills, strong critical thinking and analytical capabilities, and must work well independently and with a team.

Roles and Responsibilities

• Assist in the development and maintenance of the IMAP service schedule for one or more disciplines, utilizing available work plans, communicating with internal and external stakeholders, and coordinating the logistical support required for the scheduled projects.
• Work internally and externally to confirm travel and hotel arrangements, receipt of visas and satisfaction of other country entry requirements, track parts and materials required for pending projects, and work with the technical group to ensure scope of work and technician assignments are defined.
• Create and submit eCCs and all other pertinent data required for scheduled projects.
• Serve as the primary POC for scheduling matters, as well as internal and external stakeholders, to include Embassy personnel, Client personnel, and internally with Subject Matter Experts (SMEs) and other Program Management Office (PMO) and field personnel.
• Manage multiple email accounts to include ensuring appropriate dissemination of information received, response to emails and inbox organization. Ensure timely communication and dissemination to pertinent stakeholders.
• Track and follow-up to ongoing projects and service requests which may be contingent on external departments for resolution.
• Research, record, and maintain scheduling and travel related information for Post profiles contained within scheduling software system, used for Post visit planning.
• Research, record, and maintain record of ever-changing travel requirements for each country, as well as maintain up-to-date understanding of Contract and supporting federal regulations regarding travel.
• Respond to urgent requests for Post assistance, requiring expedited response and frequently, high level and high visibility communication to Client stakeholders.
• Maintain visibility of program goals and target numbers, ensuring that scheduling efforts and procedures are in alignment, and identify alternate methodology to navigate variables as they occur.
• Assist with ongoing updates to Standard Operating Procedures (SOP) and additional program documents.
• Responsible for the submission of regular daily, weekly and monthly deliverables along with ad hoc reports as requested.
• Provide rotational on-call support during some weekend/holiday hours to support urgent travel related issues that may arise as this contract operates internationally.
• Additional tasks and duties as assigned.

Deliverables may include:

• Updated Post Log
• Monthly Operations Log
• Weekly Status Report
• Daily Deployment Schedule

• High School Diploma or GED
• Secret Clearance
• Experience with Microsoft Office Suite
• Excellent oral and written communication skills
• Strong organizational, time management, and task prioritization skills
• Strong ability to multitask and work in a very fast paced environment.
• Strong interpersonal and intrapersonal skills
•  1 - 3 years relevant experience

PREFERRED QUALIFICATIONS AND EXPERIENCE:

• PMP Certification
• Bachelor's Degree