About The Position

One of our clients has an opening of ‘Project Coordinator’ / ‘PMO Assistant’. Below are the complete details to review, let me know your thoughts.

Responsibilities

  • Monthly Progress Reports (Point of contact for coordination)
  • Create and maintain master report template
  • Update, coordinate, expedite, and follow up with disciplines for report content
  • Format final document
  • Issue to internal team and Client per Project Distribution Matrix
  • Weekly Status Reports (Point of contact for coordination)
  • Create report template based on Client report requirements
  • Coordinate, expedite, and follow up with all disciplines
  • Format final document
  • Issue to internal team and Client per Project Distribution Matrix
  • Project Reports and Studies
  • Format final document including verifying use of current Client’s Standard Decimal Report template for brand consistency
  • Issue to internal team and Client per Project Distribution Matrix
  • Project team members send all meeting minutes/notes to PAs to finalize and format for distribution.
  • Examples are weekly Client meetings, model reviews, estimate meetings, schedule meetings, procurement meetings, construction meetings, etc… Basically any meeting where formal minutes need to be documented AND published/issued to Client.
  • Monthly Progress Presentations and Other Project Presentations
  • Maintain presentation template
  • Coordinate, expedite, and follow up with each contact for presentation content
  • Format final presentation prior to client meeting
  • Document Locator Transmittals and Notifications (to Clients and/or internal)
  • Project Assistants generally handle administrative type documents pertaining to the project – Document Control handles technical documents, vendor documents, and construction packages.
  • Assist with Project Change Notices and Change Orders (solely at the discretion of the Project Manager)
  • Act as the client point of contact for scheduling needs
  • When applicable, hold a client account to access clients’ calendars, drop files into their ShareFiles, etc.
  • Act as communication collaborator for project teams; being proactive chasing down and gathering information, helping to ensure deliverables are on time, sitting in multiple meetings to help seal communication gaps (as time allows based on workload).
  • Assistance as requested for Project Leads and their respective teams (i.e. scheduling Client meetings, booking group travel for project meeting(s), printing IPPM tags, other administrative project tasks)
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