Administrative Project Coordinator

Manatee County Government•Bradenton, FL

4d•Onsite

About The Position

The Administrative Project Coordinator provides advanced administrative and operational support for Manatee County Government’s Public Works Department, Transit Division. The role coordinates daily operations, board and committee agenda processes, regulatory grant and audit documentation, financial and budget tracking, personnel and training records, and customer service programs. It serves as a central point of coordination and communication among employees, management, business partners, agencies, passengers, and the public. The position leads administrative functions for project-related assignments from proposal through closeout, including planning, scheduling, tracking, documentation, contract and procurement records, project repositories, and financial reporting. It supports budgeting, forecasts, invoice processing, capitalization and amortization tracking, and financial status meetings. It also prepares reports, meeting materials, minutes, presentations, and items for the Board of County Commissioners; coordinates workflows, vendors, supplies, and staff training; and assists with contract review and negotiations. The coordinator provides administrative guidance and documents to employees, communicates deadlines for training, insurance, and other requirements, and responds to public inquiries and complaints, routing or coordinating service concerns and recommending solutions. The role may also participate in emergency or disaster response activities and may be assigned duties outside its normal scope during emergencies.

Requirements

Associate degree in business management or a related field.
At least five years of experience in an executive administrative role requiring strong administrative, organizational, and time-management skills.
Valid driver’s license; a valid Florida driver’s license is required within 30 days of hire.
Equivalent combinations of education, training, and experience may be considered.
Strong written and verbal communication skills.
Strong organizational and prioritization skills, including the ability to coordinate multiple projects efficiently under pressure and strict deadlines.
Ability to multitask under pressure and work independently and as part of a team.
Ability to maintain accurate records and communicate project details to varied audiences.
Ability to build and maintain positive professional relationships with employees, County officials, and the public, and positively influence internal customers.
Knowledge of basic computer applications, systems requirements, and databases.
Knowledge of principles and practices in the assigned area, including accounting and administration-related fields.
Knowledge of County government policies, procedures, and departmental operations.
Knowledge of budget development and administration.
Ability to use documentation development practices and project management software, as applicable to the described duties.

Nice To Haves

Previous experience in financial reporting and budgeting is desired.
Forward-thinking approach and ability and desire to use cutting-edge technology.

Responsibilities

Coordinate daily administrative and operational activities for the Transit Division, including office workflows, vendor correspondence, supplies, and records.
Prepare and coordinate transit-related board and committee agenda items and supporting materials.
Organize and retain state and federal grant records and regulatory audit documentation.
Monitor invoices, revenues, reimbursements, expenditures, budgets, forecasts, and other program financials; support invoice processing and financial reporting.
Maintain operational records, including maintenance schedules, route logs, and financial documentation.
Lead administrative planning, scheduling, tracking, and documentation for projects from proposal through closeout; maintain project repositories and archive completed projects.
Review and manage requests for proposals, purchase orders, contractor forms, close-out documents, contracts, and agreements; assist with contract negotiations and contract order changes.
Respond to requests from agencies and the public about project issues, resolve or route inquiries, and coordinate with residents and property owners on project issues.
Support department leadership in prioritizing and managing issues, communications, and project status documentation.
Prepare recurring meeting materials and minutes, plans, reports, presentations, and other project documents; develop PowerPoint presentations for executive meetings and consolidate program status reports.
Coordinate financial activities with partners and the fiscal division, including forecasting and tracking capitalization and amortization, and participate in financial status meetings.
Update internal financial management tracking tools and distribute project financial reporting using project management software.
Serve as a central communication point for team members, management, business partners, and other stakeholders; exercise discretion with correspondence and escalate issues when appropriate.
Coordinate employees’ work-related guidance and required documents, and communicate deadlines for mandatory training, insurance coverage, and other departmental requirements.
Arrange project staff training and coordinate day-to-day activities at the direction of the Manager.
Research and draft items for the Board of County Commissioners and organize special reports for department and county leadership.
Analyze organizational effectiveness, cost control, and interactions with agencies and the public as part of special studies.
Handle routine administrative functions; receive and investigate public complaints, propose solutions, and recommend implementation.
Provide professional assistance to passengers and the public by responding to inquiries and coordinating resolution of service concerns.
Support recruitment and other administrative processes as assigned.
Attend industry-related meetings as required and perform other related duties as assigned, including emergency or disaster response activities when required.