Project Coordinator

Description

Company Overview & Culture:

Worldgate is a certified Woman-Owned Small Business headquartered in Northern Virginia that provides IT Consulting Services to our SLED clients. We specialize in delivering high-quality enterprise technology and Enterprise Resource Planning (ERP) system optimization services across Human Capital, Payroll, and Financial Management systems.

Our mission is to provide exceptional service that enables our clients to be their best for their stakeholders, create an empowering workplace for our employees, and give back to our communities in meaningful ways. Worldgate has been named to the Inc. 5000 list of fastest-growing private companies three times. In recognition of our commitment to fostering a positive work environment, Worldgate was honored with the Inc.

Best Workplaces award in 2024 and The Washington Post Top Workplaces in 2022.

Job Summary:

The Project Coordinator will support our client's Office of Talent by coordinating a variety of project-based and administrative tasks, with a focus on supporting both the HR Talent Office and the Employee Records department. This role facilitates cross-functional collaboration by liaising with other departments and employees, ensuring smooth and compliant operations. Responsibilities include onboarding coordination, records processing, data entry, and documentation review.

The Project Coordinator plays a key role in maintaining accurate employee records, providing superior customer service, and promoting efficient workflows across the talent and records teams. Strong attention to detail, proactive communication, and the ability to manage multiple priorities are essential to success in this position.

Essential Responsibilities:

General Responsibilities

• Deliver excellent customer service via phone, email, and in person; respond to inquiries and manage shared inboxes and voicemails.

• Coordinate and manage internal office communications through Google Groups.

• Assist with documenting and implementing process improvements; identify trends and recommend solutions to leadership.

• Review and analyze work orders and support additional projects as assigned.

• Interact with applicants, employees, department leaders, vendors, and external agencies to exchange or gather information.

Employee Records

• Maintain and audit employee records; manage batching, storage, documentation requests, and compliance reviews.

• Complete accurate HRIS data entry for all employee classifications, including new hires, reclassifications, salary changes, and status updates.

• Clear employees to begin work once all onboarding and compliance steps are completed.

• Maintain confidentiality and professionalism when handling employee files and sensitive information.

Talent Support

• Send welcome emails and onboarding instructions to new hires after offer acceptance.

• Follow up weekly with new hires to track onboarding progress and outstanding documentation.

• Manage onboarding session sign-up, facilitation, and logistics to ensure timely employee clearance.

• Communicate onboarding requirements including clearances, certifications, and health documentation.

• Provide HR generalist support for employee matters such as name changes, resignations, FMLA, payroll issues, site selection, and special assignments.

• Rotate through Talent Division functions to support operational needs and gain day-to-day insight.

• Manage and implement the exit survey process; compile and share feedback with leadership.

Corporate Standards:

• Comprehend and align to established goals and objectives within the framework of the Worldgate Continuous Feedback Approach.

• Stay up to date on computer skills and best practices, such as word processing software, spreadsheet software, presentation software, Adobe software, email management, digital calendars, and video conferencing.

• Understand Worldgate's mission, values, and behaviors (The Worldgate Way) and ensure that daily interactions with Worldgate internal and external parties align to Worldgate's values and behaviors.

• Comply with criminal background check standards by maintaining a clear record throughout employment.

Key Competencies:

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