Project Coordinator

3 weeks ago

Quincy, United States Mindlance Full time

Title Project Coordinator

Term: Till 30th June 2025 (With the possibility of extension – Generally renewed on an annual basis.)

Location: Quincy, MA 02171

Mode: (1-2 days per week onsite)

Hours per Week: 37.50


Summary:

The client provides all legal needs for the agency. From public records requests, litigations, contracts, and procurement documents (RFQ/RFI/RFRs/etc.), the General Counsel units work in tandem with other departments to satisfy all documentation, vetting, and signing requirements. As a support unit, the GC units don’t have any information system to assist them in their daily operations. The client is implementing a new centralized SaaS Salesforce-based Legal Case Management System (LCMS) to streamline operations for all General Counsels across the state.

The client seeks a highly motivated IT Project Coordinator familiar with Legal matters to support the General Counsel units in different agencies through this new Salesforce project. The Project Coordinator supports the administrative needs of the project and staff that make up the organization. The Project Coordinator must be able to communicate clearly and concisely with diverse audiences, in both oral and written contexts, and should be comfortable giving and receiving feedback to not only the ACIO but also other team members, Program and Project Managers, and groups. The Project Coordinator must be familiar with project management principles and able to take initiative.


Responsibilities:

• Responsible for overall coordination, facilitation, elicitation, and aggregation of status reporting and status of health of the project.

• Help lead and schedule kick-off meetings with the business areas to establish mutual reporting and status of the health of the project.

• Help lead and schedule kick-off meetings with the business areas to establish a mutual understanding of the engagement objectives, timeline, roles, and deliverables.

• The competencies critical to this position include organizational skills, keen attention to detail, and the ability to identify and recommend solutions.

• Tracks maintains, and coordinates action items, risks and issues, and next steps.

• Develops and maintains effective relationships with project team members, senior leadership, and stakeholders on all projects.

• Documents and maintains records of current project plans, meeting minutes, decisions, project reports, schedules, budgets, cost tracking reports, and other pertinent records.

• Prepares and designs presentation-ready project reports using graphics and desktop publishing software; integrates word processing and spreadsheet files into reports. Prepares slides, overheads, and handouts for presentations or reports. Develops templates for reporting and communication.

• Coordinates conference calls and meetings for multiple teams/projects; presents meeting agendas and documents meeting minutes as needed or follows up on and reviews meeting minutes recorded by team members.

• Financial responsibilities include invoice tracking, and managing financial requests through creation, signature, and budget tracking.

• Reviews and receives approval for system support tickets.

• Maintain a working relationship with the Help Desk team to ensure timely and accurate completion of open requests.

• Adhere to established policies and procedures concerning project management methodology quality assurance and other related standards.

• Manage the internal Project Repository (SharePoint, Jira, or some other method) to ensure all artifacts are collected, version controlled, and available upon request (examples: Excel files, Word, Vision diagrams, Plan of Actions, Reports, other Project Assets, etc.).


Preferred skills and abilities:

• Minimum of 3 (three) years of experience working in a Business, System, and Data Analysis, or other related experience in an IT environment.

• Technical project management experience preferred.

• Ability to work independently and as part of a team.

• Experience with and preparing documentation.

• Basic understanding of information technology design and development.

• Ability to translate and communicate technical concepts, information, plans, and procedures to both technical personnel and non-IT business users.

• Ability to develop and maintain effective relationships with management, business users, and project team members.

• Ability to interact effectively with technical personnel and with a wide variety of technical resources.

• Proficiency with MS Project.

• Proficiency with MS Office applications including Excel, Word, Visio, Outlook, and PowerPoint

• Possess strong organizational, presentation, and customer service skills.

• Possess excellent problem-solving and team collaboration skills as required in project environments.


Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veteran

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