Coordinator - Administrative Services

Kyyba•Marlborough, MA

20h

About The Position

The Coordinator - Administrative Services supports project administration, financial and cost tracking, procurement and supplier coordination, systems and reporting, and equipment project coordination. The role maintains project records and documentation, supports project setup and closeout, tracks budgets and expenditures, and assists project teams with forecasts and budget updates. It also coordinates purchasing workflows, supplier-related inquiries, and project financial transactions while maintaining accurate information across SAP, EcoSys, SharePoint, and other project management systems. The coordinator independently manages equipment-only capital projects from purchase through closeout, tracks schedules and budgets, communicates status to stakeholders, and proactively identifies and resolves project issues.

Requirements

High school diploma or equivalent.
At least 2 years of experience in project coordination, project administration, procurement, finance, construction administration, facilities management, or a related field.
Proficiency in Microsoft Excel, Outlook, Word, and SharePoint.
Strong attention to detail and commitment to data accuracy.
Excellent written and verbal communication skills.
Strong organizational skills, including the ability to prioritize competing assignments, adapt to changing business needs, and manage multiple projects and deadlines.
Ability to transition quickly between tasks while maintaining accuracy, organization, and attention to detail.
Ability to work independently, manage workload with minimal supervision, and take ownership of assigned responsibilities.
Proactive, forward-thinking approach, including anticipating project needs and identifying potential issues before they affect execution.
Strong problem-solving and follow-up skills, with the ability to drive tasks to completion.
Ability to build effective working relationships across Project Management, Procurement, Finance, Operations, and supplier organizations.

Responsibilities

Create and maintain project records in project management and financial systems.
Support project setup, including project funding and authorization documentation.
Maintain project forecasts and spend-status tracking reports.
Assist project teams with monthly forecasting and budget updates.
Support project closeout activities and records-retention requirements.
Coordinate and maintain project documentation throughout the project lifecycle.
Track project expenditures and maintain project forecasting spreadsheets.
Download, compile, and distribute project spend reports.
Update project financial reports using current spending and forecast information.
Process cost transfers and other project-related financial transactions.
Monitor project funding approvals and expenditures and ensure financial data is accurate, current, and properly documented.
Create and track purchase requisitions.
Coordinate Service Entry Sheets (SES) and Goods Receipts (GR).
Support invoice processing and supplier payment inquiries.
Work with Procurement and Finance teams to resolve purchasing issues.
Follow up with buyers regarding purchase orders and requisition status.
Monitor approval workflows and help expedite required approvals.
Maintain project information in SAP, EcoSys, SharePoint, and other project management systems.
Create and maintain project SharePoint sites and project folders.
Generate project reports and provide administrative support to project teams.
Ensure data accuracy across project controls, procurement, and financial systems.
Independently coordinate equipment-only capital projects from purchase through closeout.
Track equipment-project schedules, budgets, procurement activities, and documentation.
Communicate project status and support stakeholders throughout project execution.
Identify project issues, risks, and follow-up actions and proactively drive resolution.