Supervising Project Coord

Fluor•Sacramento, CA

2d•$52,500 - $97,500•Onsite

About The Position

At Fluor, we are proud to design and build projects and careers. We are committed to fostering a welcoming and collaborative work environment that encourages big-picture thinking, brings out the best in our employees, and helps us develop innovative solutions that contribute to building a better world together. If this sounds like a culture you would like to work in, you’re invited to apply for this role. Fluor is seeking candidates for opportunities within our Program Delivery Support (PDS) team, working alongside the California High-Speed Rail Authority, to provide program delivery and program management services for one of the largest planned infrastructure projects in the U.S. The system will connect the 500-mile stretch between the Los Angeles region with the San Francisco Bay Area, with up to 24 stations. The first phase of the program is currently under construction in California’s Central Valley. Job Description The Project Coordinator will provide high-level administrative support to the Planning and Engineering Office within the California High-Speed Rail (CAHSR) Program. This role requires a highly organized and resourceful individual with strong administrative skills and the ability to prioritize tasks in a fast-paced environment. The ideal candidate will demonstrate adaptability to change, excellent verbal and written communication skills, and a collaborative mindset. Team building, professionalism, and strict confidentiality are essential, as is the ability to manage multiple responsibilities efficiently.

Requirements

A combination of education and directly related experience equal to ten (10) years; some locations may have additional or different qualifications in order to comply with local requirements
Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors
Job related technical knowledge necessary to complete the job
Ability to attend to detail and work in a time-conscious and time-effective manner
Strong proficiency and knowledge of computer software, including Microsoft Outlook, Teams Microsoft Word, PowerPoint, SharePoint and Microsoft Excel
Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors
Job related technical knowledge necessary to complete the job
Ability to attend to detail and work in a time-conscious and time-effective manner
Must be authorized to work in the country where the position is located.

Nice To Haves

Experience composing and preparing correspondence and reports
Demonstrated excellent verbal and written communication skills, and experience
Experience managing multiple and changing demands, details, and deadlines

Responsibilities

Prepare and track Travel Request Forms, and Travel Expense Claims
Compiling Travel Details, Booking Coordination, Revisions
Complete Expense Reports for Task 10
PRF Forms: Requisition Forms, Compiling Candidate Information, Tracking Package completion, Approval Changes:
PRF – Track each step of PRF process
Requisition Forms – Track all submitted Requisition Forms for available positions
Onboarding – projected start date and actual start date
Offboarding – update all offboarding activities
Scheduling Candidate Interviews
Filling, printing, calendaring, coordination, document quality control, other admin tasks
Lead complex and diverse administrative assignments seeing them from conception to completion
Support other administrative support staff as project continues to grow in size and scope
Coordinates conferences and/or events including meeting room reservations and logistics, A/V, meals, preparing meeting materials and can include attending the meetings and taking notes. Collaborating with other departments on special engagement projects. This could also entail some travel to meeting locations
Provide assistance with change management process and tracking
Meets regularly with Task Lead to review status of projects; plan key events, meetings, and upcoming travel; and prioritize open action items
Creates and maintains presentations, correspondence, reports, spreadsheets, and other necessary documents in response to and in anticipation of task lead needs. Maintains well-organized digital and hard copy files and records for efficient retrieval of data or information when needed
Interacts and communicates with all levels within the PDS team as well as CHSRA; develops effective networks with peers, as well as external professional groups
Anticipate business needs, be proactive, troubleshoot problems and take initiative
Manages and maintains calendar in Microsoft Outlook, including assisting with scheduling, within limits and at his/her discretion; applies understanding of priorities in scheduling meetings
Ensure that project correspondence and documentation are handled according to a prescribed format
Other related duties may be assigned