Project Manager, Office Administrator​/ Coordinator, Business Administration

Job Title:

Project Coordinator

Job Description

This role focuses on coordinating a special initiative that includes several smaller projects, supporting the execution and development of a new strategy. The Project Coordinator manages communications, supports project administration and finance activities, and partners closely with workstream owners and initiative leads to ensure clear updates, accurate documentation, and smooth project delivery. The ideal candidate is highly organized, proactive, and an excellent communicator who builds strong relationships with internal teams.

Responsibilities

+ Own and manage project communications, including flash email updates, weekly reports, and WIKI content development.

+ Provide finance and project administration support, including vendor coordination and financial support for operational planning activities.

+ Support workstream owners with meeting logistics, including scheduling, sending invitations, and ensuring meetings run efficiently.

+ Take detailed, accurate meeting notes that capture key discussion points, decisions, actions, and follow-ups, and distribute them to relevant stakeholders.

+ Collect weekly updates from team members and support the Project Manager with status tracking across multiple initiatives.

+ Report on project successes, risks, and blockers in a clear and structured manner for leadership and other teams.

+ Review invoices for accuracy and ensure they align with purchase orders, tracking them appropriately and escalating discrepancies as needed.

+ Identify and communicate risk factors for projects, helping stakeholders understand potential impacts and mitigation options.

+ Collaborate with initiative leads, listening to detailed and granular information and distilling it into concise updates for leaders and cross-functional teams.

+ Support multiple stakeholders simultaneously, maintaining strong relationships and ensuring their needs are addressed in a timely and professional manner.

+ Contribute to the execution and development of a new strategic initiative by coordinating several smaller projects and ensuring alignment across work streams.

Essential Skills

+ Proven experience in project coordination and project management, including managing updates and tracking progress across multiple work streams.

+ Strong skills in identifying project risk factors and communicating them clearly to stakeholders.

+ Demonstrated ability to take detailed meeting notes, understand complex content and technical discussions, and translate them into clear actions, takeaways, and updates.

+ Exceptional organizational skills with the ability to manage multiple stakeholders, meetings, and deliverables simultaneously.

+ Proactive work style with the ability to anticipate needs, follow up on action items, and drive tasks forward without constant direction.

+ Excellent verbal and written communication skills, with a clear and precise communication style that supports relationship building with internal teams.

+ Ability to listen to granular and complex information and then zoom out to synthesize and summarize key points for leaders and other teams.

+ Proficiency in Excel for tracking data, creating reports, and supporting financial and project administration tasks.

+ Experience using Smartsheet for project tracking, reporting, or task management.

+ Experience using Asana and/or Jira for managing tasks, tracking progress, and supporting project workflows.

Additional

Skills & Qualifications

+ Background or understanding in architecture, engineering, or design is a strong plus.

+ Architectural experience or exposure to architectural projects is beneficial.

+ Experience reporting on project successes and blockers to leadership or cross-functional teams.

+ Experience reviewing invoices, validating accuracy, and tracking them against purchase orders.

+ Comfort working on special initiatives that involve the execution and development of new strategies.

+ Ability to build strong relationships with initiative leads and internal stakeholders.

+ Experience working with or supporting large, complex organizations is helpful.

Work Environment

This is a remote role that allows you to work from anywhere within the United States, with the expectation that you will actively support Pacific Time (PST) business hours. You will collaborate virtually with initiative leads, workstream owners, and internal teams, using tools such as Excel, Smartsheet, Asana, and Jira to manage tasks, track progress, and communicate updates. The…