Project Operations Coordinator

Project Operations Coordinator

Location:

San Francisco, CA 94102 Shift: 1st Shift (M-F) Duration: 0-6+ Months (Temp to hire) Pay Range: $32.00-$37.00 on W2.

Core Responsibilities:

• Support the launch of a new project by following the steps listed in the Project Initiation instruction.
• Support day-to-day office services for companies' San Francisco (temporary office) location.
• The position will be the main administrative point of contact to coordinate with other companies' offices.
• Coordinate documentation control activities with customers and project managers.
• Schedule project meetings, prepare agendas, attend weekly meetings, record attendance, take minutes and action items, update master action item log and distribute minutes.
• Plan, organize and setup of meetings and meeting rooms, catering arrangements for meetings when required.
• Maintain an out of office record for staff travelling to site, on vacation or personal or medical leave.
• Coordinate with Project Manager for preparation and timely completion of weekly/monthly reports to Department Heads and customers.
• Arrange for visitor badges, wireless internet access, and update the visitor's log.
• Make travel arrangements (visa arrangements, if required) for staff travelling to the project sites.
• Raise purchase requisitions (PR), IRFs, PPR and RMAs & process accounts payable invoices in a timely manner (e.g, catering expenses, visa applications expenses, etc.).
• Assist company entities to acquire access to applications, e.g. Livelink, Clear quest, Shared Palma, SharePoint, DOORs/Polarion, Citrix account, Web Cloud, etc.
• Support the shipping and receiving of documents and items.
• Support project team building activities, events, and, in case of large events, coordinate with the Event Coordinator/Designated Admin.
• Maintain an updated correspondence tracking log for incoming and outgoing correspondence.
• Follow up the flow of communications with customers, what is replied, what is not.
• As required, proofread and edit documents.
• Apply the Project's Data Management strategy by supporting the archival/safe keeping of important internal project documents on the projects' SharePoint communities.
• Audit the Project Data Repository periodically to ensure compliance to our Company's Project Data Repository process.
• If needed, keep OBS/Project Org chart up-to-date.
• Maintain the list of WPM names in SharePoint's Projects Community or SAP CN42N/CJ40N.
• As required, prepare and update Contract Data Requirements List (CDRL)/Milestones charts & other graphs and metrics for monthly presentation report (OPS).
• Keep the CDRL up-to-date at all times.
• Coordinate and track project deliverables and actions to ensure on-time delivery.
• As required, handle the submission of Contractual deliverables to Customer either through email or through Customer-supplied tool (ex: Aconex, Asite, EDMS, ..).
• If needed, support the Project Manager in preparing Project Progress Reviews (use of the right template, support collection of inputs, follow-up on action plan,...)
• Provide support or act as backup to other Project Coordinators, as needed.
• Secure backup support from other Project Coordinators before going on leave and ensure relevant SAP charge codes are being assigned to those backup Project Coordinators.
• Keep project-specific processes description/guidelines up-to-date to facilitate support from other Project Coordinators and/or facilitate handovers.

Qualification:

• Higher degree or High School. Post-secondary education or equivalent.
• Fluent English speaking and writing.
• Ability to work independently with minimal supervision;
  Accurate and efficient administration skills and attention to detail.
• Strong organizational skills and ability to balance multiple priorities;
  Strong written and verbal communication skills;
  Excellent interpersonal skills.
• Ability to effectively interact with peers, managers, customers and subcontractors;
  Advanced computer literacy – MS Office (Excel, Word, Visio, Powerpoint).
• Proficiency in JIRA, SAP and SharePoint is an advantage.