Project Management Office Coordinator - 54347272733

Somewhere • Latin America/South Africa/Philippines, LA

2d • $1,300 - $2,000

About The Position

The Project Management Coordinator provides the essential administrative and operational support required to keep projects moving forward. This role focuses heavily on the "paperwork" side of project management—bridging the gap between project strategy and execution by managing vendor logistics, tracking outstanding requests, and ensuring all project data is accurately entered into our internal systems.

Requirements

• Experience: 3+ years of experience in an administrative or office coordination role, preferably within a project-based environment.
• Process Persistence: A proactive communication style with the ability to persistently follow up on missing paperwork and information until tasks are finalized.
• Technical Accuracy: Strong proficiency in data entry and experience using project management software. High attention to detail is required to ensure system data is error-free.
• Tools: Experience or familiarity with Quickbase Platforms or any version of Salesforce
• Organization: Exceptional ability to manage a high volume of documents and competing priorities without losing track of deadlines.
• Communication: Clear and professional written and verbal communication skills for frequent interaction with vendors and clients.

Responsibilities

• Administrative Support: Serve as the primary administrative point of contact for the project team, managing high-volume email correspondence and digital filing.
• Vendor Onboarding: Facilitate the end-to-end onboarding process for new vendors and contractors. This includes collecting tax forms, certificates of insurance, and signed contracts to ensure compliance before work begins.
• Request & Milestone Follow-up: Proactively monitor project logs and follow up with internal team members and external partners on outstanding requests. You are responsible for "closing the loop" on pending items that could delay the timeline.
• System Data Entry: Accurately input project data, invoices, and status updates into our project management software and internal databases. Ensure that all records are up-to-date and reflect the current state of the project.
• Documentation Management: Organize and maintain a central repository for all project-related paperwork. You will ensure that every document is correctly categorized, named, and easily accessible for audits or reporting.
• Meeting Documentation: Coordinate project meetings, prepare agendas, and take detailed notes. Following the meeting, you will distribute action items and follow up with owners to ensure tasks are completed.
• Project Audits : Part of the work will be auditing a certain number of projects to ensure they are meeting standards, and creating reports based on the findings.

What This Job Offers

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