Program Coordinator

2 months ago

Redmond, United States Inter-Con Security Full time

Overview

Founded in 1973, Inter-Con Security Systems, Inc. is a leading US-owned security company, providing a full range of physical security services to government and commercial customers on four continents. Inter-Con (ICS) provides custom client solutions tailored to quality with the flexibility to operate in highly complex environments. The firm specializes in providing tailored services to clients whose needs exceed the sophistication and expertise of traditional guard firms. Inter-Con remains under family ownership and control and operates as the industry leader in the field of customized, high-requirement security solutions. Inter-Con employs over 25,000 security personnel world-wide, trained and managed by a team of professionals with unsurpassed military, law enforcement, and security experience.


Inter-Con is Everywhere Security Matters.


Position Summary

The Program Coordinator is a dynamic, client-facing role overseeing programmatic goals, project management, policy compliance, and business optimization for Executive Protection Services (EPS). Collaborating closely with client leadership, they set strategic goals, monitor financials, manage data end-to-end, coordinate daily business operations, and perform related administrative tasks.


Duties & Responsibilities


Planning, Scheduling, and Coordination:

· Develop project timelines and schedules and ensure project milestones are met.

· Coordinate with team members to ensure tasks are completed on time.

· Lead and manage small-scale projects in support of security operations as directed.

· Facilitate security operations projects in collaboration with project owners, including developing project plans, scope, objectives, and deliverables.

· Schedule meetings, coordinate project activities, resources, and timelines.

· Communicate project status, milestones, and updates to stakeholders.

· Plan and organize program activities to ensure alignment with organizational goals and compliance requirements.

· Create, track, and maintain programmatic rhythm of business and ensure systems operate smoothly within operational constraints.


Communication:

· Serve as a liaison between stakeholders to maintain awareness of priorities.

· Facilitate meetings, distribute minutes and update action items.

· Maintain clear and consistent communication channels.

· Regularly meet with leadership to maintain accountability on action items, aid with documentation, and adjust of timelines and deliverables as necessary.


Documentation & Reporting:

· Prepare and maintain project life-cycle documentation, including plans, reports, and presentations.

· Maintain accurate records of program activities, milestones, and outcomes.

· Conduct end-to-end data management including data intake, storage, and data visualization.

· Audit business continuity and emergency management documentation to ensure alignment of programmatic policies.

· Prepare and deliver regular status reports to stakeholders.

· Track and report on project progress and performance metrics.

· Monitor program performance metrics and identify areas for enhancement in both existing processes and emerging strategic objectives.

· Maintain, update, and troubleshoot errors within Microsoft PowerApps and Microsoft 365, escalating to technical support specialists as required.

· Liaise with internal client teams on the development of business analytic tools and manage data and reporting enhancement projects.


Resource Management:

· Maintain a record of accountability and manage the procurement of office

· supplies and computer peripherals.

· Track the usage of resources and identify any potential shortages or issues.

· Maintain a record of accountability, and conduct recurring physical audits of client's inventoried equipment and dispose of assets as directed.


Budget Management:

· Monitor project expenditures and ensure they are within the budget.

· Assist in preparing financial reports and forecasts.

· Recommend solutions to improve efficiency and optimize the functionality of budgeting tools.

· Monitor and track the completion of invoices and cross-billing.


Risk Management:

· Identify potential risks and issues that could affect the timely execution of projects, and develop and recommend strategies to mitigate these risks.


Quality Control:

· Ensure project deliverables meet the required quality standards.

· Perform quality checks and audits as needed.


Support:

· Provide administrative support to stakeholders in alignment with other Program Coordinator responsibilities.

· Help resolve any issues that arise during project lifecycles within the scope of the Program Coordinator role and responsibilities.

· Assist responsible managers with onboarding and offboarding of both client and supplier personnel; issue equipment, manage access levels, and update applicable data intake methods.

Operational Improvement:

· Propose innovative solutions to enhance both business operations and

· program effectiveness.

· Help leadership operationalize long-term security strategies for client security services.

· Build processes aligned with business objectives and ensure compliance with program requirements and organizational policies.


Policy Implementation:

· Ensure programmatic alignment with organizational policies, and initiate procedural reviews, revisions, and audits.

· Author new standards, guidelines, and procedures as needed.

· Audit business procedures and programmatic documentation to ensure continuity of language and content.

· Perform other duties in support of EPS projects and programs as assigned.


Requirements & Qualifications

· Minimum 2-3 years’ experience providing director-level administrative support, or equivalent administrative experience.

· Experience managing multiple projects of varying sizes and compositions.

· Experience driving strategic initiatives and implementing programmatic goals.

· Proactive, adaptive, people-focused problem-solving skills.

· Solid organizational and time management skills.

· Strong collaboration and teamwork skills in a client-facing environment.

· Familiarity with risk management and quality assurance control.

· Familiarity with Microsoft 365.

· Bachelor’s degree in program management, business administration, or a related discipline (or) an equivalent combination of work experience, education, or professional certification.

Preferred Attributes

· Familiarity with Microsoft Planner, PowerBI, Power Apps and other data analytic tools.

· Familiarity with budget management principles and functions (e.g., invoicing, cross- billing, purchasing, procurement, etc.)

· Experience with development and maintenance of policies, procedures, and related documentation.

· Recognized certification in Project Management (e.g., PMI-accredited certifications)

· Familiarity/experience with executive protection and close protection services.

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