Project Coordinator

APCO Holdings • Ponte Vedra, FL

8d

About The Position

APCO Holdings partners with dealerships across North America to deliver innovative vehicle protection products and services that enhance the ownership experience for customers and drive growth for our partners. Through our family of brands, we bring together industry expertise, technology, and data-driven insights to help dealers strengthen their finance and insurance performance and build lasting relationships with their customers.
Our teams work collaboratively across operations, technology, risk, finance, marketing, and sales to deliver solutions that create measurable value and support the continued growth of APCO and the partners we serve.

Requirements

• Strong proficiency in project management tools (e.g., Microsoft Project, Smartsheet, Jira, Trello) and Microsoft Office Suite, particularly Excel for data analysis and reporting.
• Demonstrated experience with resource scheduling and time management tools.
• Excellent organizational, time management, and meticulous attention to detail.
• Strong verbal and written communication skills with the ability to interact effectively with all levels of the organization.
• Basic understanding of project management principles (e.g., Waterfall, Agile) and project budgeting/financial tracking.
• Ability to work independently, prioritize multiple tasks, and maintain composure in a fast-paced environment.

Responsibilities

• Resource Planning and Allocation
• Maintain the central resource management plan, tracking the availability, capacity, and utilization of all assigned project personnel (internal and external).
• Coordinate with functional managers and the Project Manager to identify and secure necessary resources for project tasks and phases.
• Monitor resource allocation to prevent over-utilization or capacity conflicts across different projects.
• Proactively flag and escalate resource shortages, skill gaps, or potential bottlenecks to the Project Manager.
• Assist in onboarding new team members by ensuring they have the necessary access, tools, and project information.
• Timesheet Management and Reporting
• Administer the project's time tracking system, ensuring all team members submit accurate and timely weekly timesheets.
• Review and validate timesheet entries against scheduled project tasks, escalating discrepancies or adherence issues to the Project Manager.
• Generate regular time and effort reports to analyze actual hours worked against planned effort and budget estimates (Earned Value analysis support).
• Provide regular reports on team utilization and billable hours to support invoicing and financial tracking.
• Budgeting and Financial Control Support
• Assist the Project Manager in tracking the project budget, monitoring expenditures, and comparing actual costs against the budget baseline.
• Process and track project-related purchase orders, invoices, and vendor payments, ensuring accurate financial record-keeping.
• Report on budget variances and financial risks, providing data to support budget forecasting and burn-rate analysis.
• Organize and maintain all project-related financial documentation (invoices, contracts, expense reports).
• Communication and Documentation
• Serve as a central point of contact for routine communication between the Project Manager, project team, and functional department leads.
• Organize, store, and maintain all official project documentation, ensuring files are up-to-date, secure, and easily accessible.
• Prepare and format project status reports and presentations for stakeholders and management.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed