Senior Project Coordinator

The Port Authority of NY & NJ • New York, NY

8d • Hybrid

About The Position

Reporting to the Senior Project Manager in the Project Management Office (PMO), the selected candidate will be responsible for supporting the management of the PMO consultant “Call-in” agreement programs, development, and oversight of the PMO annual budget. The selected candidate will work closely with Project Management Office leadership and will assist in executive meeting planning, preparation, scheduling, agendas, and general correspondence as required.

Requirements

• Bachelor’s Degree from an accredited college or university.
• A minimum of 3 years' work experience in business/public administration.

Nice To Haves

• Demonstrated strong analytical, problem solving, and conflict resolution skills.
• Demonstrated strong interpersonal, oral, and written communication skills.
• Proficient in data entry requiring a high level of organizational skills and attention to detail.
• Demonstrated ability to organize work, prioritize multiple concurrent assignments within strict deadlines, and work under pressure with minimum supervision.
• Demonstrated strong working knowledge of Microsoft programs, including Word, PowerPoint, and Excel and SharePoint.
• Experience in supporting executive staff members on project related activities.
• Proven ability to work effectively within groups and to complete assigned tasks independently.

Responsibilities

• Consultant Agreement Management: Assist the Contract Manager on all aspects of contract administration, including coordinating with multiple consultant firms to request proposals and issue individual work orders.
• B2G Contract Administration: Manage consultant contract activity in B2G, including maintaining purchase order accuracy, completing required lock actions, and ensuring timely and compliant closeout of completed purchase orders.
• Invoice Review & Processing: Oversee the monthly review and processing of consultant invoices using SAP and VIM to ensure accuracy, resolve discrepancies efficiently, and support timely vendor payments in accordance with agency requirements.
• Monthly Actuals Reporting: Support preparation of monthly actuals reporting for Contract Manager review and Director approval, ensuring costs are properly documented, aligned to approved budgets, and clearly communicated.
• Accrual Reporting & Forecast Support: Assist with monthly accrual reporting to ensure costs are captured in the correct reporting period and support accurate forecasting and financial planning.
• SharePoint Repository Management: Maintain the PMO SharePoint contract repository by ensuring documents are organized, current, and audit-ready. Recommend and implement improvements to strengthen document control, usability, and overall contract record management.
• Annual Budget Support: Support the development and monitoring of the PMO annual budget in alignment with MBD guidelines, including tracking spending trends, supporting budget submissions, and assisting with financial planning efforts.
• Business Continuity Oversight: Maintain and oversee the PMO Business Continuity Plan to ensure ongoing compliance with OEM requirements and that documentation remains current, complete, and prepared for review.
• Provide backup administrative Support: Serve as back-up support to the Senior Business Manager by supporting staff administrative functions, such as timekeeping reports, submitting PMO staff timesheets, and assisting with managing the Director’s calendar as needed.

Benefits

• The Port Authority of New York and New Jersey offers a competitive benefits package and a professional environment that supports development and recognizes achievement.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level