Project Coordinator

Description Westwood Professional Services, Inc. is seeking a Project Coordinator who will support project managers by maintaining project documentation and assisting with administrative and operational tasks for project teams. Prepares status reports and maintains project tracking systems to support timely communication and workflow management. Coordinates project schedules, RFP and procurement documentation, subconsultant onboarding, and the administrative coordination of due diligence activities to support organizational standards and project requirements.

Assists with budget tracking, invoice processing, marketing materials, and other project administrative activities. Maintains project files, records, databases, and reporting tools to support accurate project monitoring and audit readiness. Continues to build and improve processes and workflows, provides exceptional customer service to internal and external clients, and communicates with project stakeholders to provide updates, resolve administrative issues, and facilitate project coordination activities.

Requirements

• Provides support to multiple project managers.
• Provides exceptional customer service to clients and project teams.
• Coordinates administrative aspects of RFP/RFQ development and issuance, including document preparation, distribution, tracking, bid/proposal logs, and supporting evaluation documentation.
• Coordinates subconsultant and vendor onboarding, including required forms, contract documentation, certificates of insurance, purchase orders, and internal setup requirements.
• Supports administrative coordination of utility and due diligence activities by maintaining contact lists, schedules, requests, deliverable trackers, meeting documentation, and follow-up items.
• Maintains project and program trackers for schedules, deliverables, action items, budgets, invoices, procurement activities, and consultant assignments across multiple concurrent projects.
• Assists with preparation, formatting, proofreading, and organization of proposals, qualifications packages, presentations, project sheets, and marketing materials.
• Prepares routine project correspondence, transmittals, meeting notes, status updates, and other administrative communications.
• Reviews project files and submittal packages for administrative completeness, consistency, required documentation, and compliance with established filing and naming procedures.
• Facilitates monthly invoice generation and preparation of supporting documents.
• Assists project teams with monthly pay application processes.
• Ensures certificates of insurance are on file and current for applicable contracts.
• Monitors electronic file systems to ensure they are maintained as required for the project.
• Monitors and leads Ironclad workflows and processes for the Program Management Division.
• Supports contract administration process management.
• Supports Master Services Agreement (MSA) amendments.
• Supports process improvement, issue resolution, and education on Ironclad workflows.
• Maintains data integrity across applicable project and program systems.
• Serves as a primary point of contact for Ironclad-related needs for the Program Management Division.
• Processes and reviews purchase order requisitions for completeness, contract compliance, and conformity to policies and procedures.
• Coordinates and documents the closeout package compilation process.
• Provides weekly progress updates to program director.
• Maintains project and program information across applicable applications and systems.
• Creates and maintains internal systems, templates, checklists, and trackers for program/project management.
• Helps establish scalable processes and workflow improvements.
• Maintains Power BI databases and related reporting information.
• Assists project managers with administrative coordination of business licenses and permits as needed.
• Supports change order tracking and coordination.
• Tracks contract bids, RFP/RFQ responses, and proposal activities.
• Supports end-of-week client reporting and monthly client check-ins.
• Supports administrative review and maintenance of pricing models.
• Assists with new project setup and required administrative documentation.
• Performs other duties as assigned.

• High school diploma or equivalent
• At least 3 years of administrative, project coordination, program administration, or related office experience.
• Strong knowledge of office management, document control, and project coordination procedures.
• Excellent verbal and written communication skills, including professional correspondence and proofreading.
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Strong problem-solving skills
• Excellent time management skills with a proven ability to meet deadlines
• Proficient with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, or related software.
• Ability to coordinate multiple concurrent projects, deadlines deliverables, and stakeholders.
• Ability to work independently,…