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Project Coordinator

2 months ago

Troy, United States IRI Consultants Inc Full time
Job DescriptionJob DescriptionDescription:

PROJECT COORDINATOR

Coordinates projects with IRI Partners, IRI Consultants, contractors, and clients. Utilizes computer equipment and various software packages in an innovative and creative manner. Creates, improves, or edits material, correspondence, marketing products, etc. Performs various administrative duties of a business support nature. Adept at working independently, as well as part of a team, in a fast-paced, progressive environment.


OVERVIEW OF THE POSITION

  • Days: Monday through Friday; 8:00am – 5:00pm.
  • This is a non-exempt position.
  • This position works virtually from home.
  • Infrequent, domestic travel may be required.
  • Evening and weekend work may be required occasionally.

DESIRED QUALITIES

  • Commitment to excellent customer service.
  • Strong organization and problem-solving skills.
  • Ability to perform as a self-starter, with motivation to consistently produce high-quality results.
  • Ability to work effectively with project leads, consultants, and peers.
  • Good verbal and written communication skills.
  • Detail-oriented.
  • Ability to effectively self-manage time.
  • Strong computer skills.
  • Strong organizational and follow-through skills and particularly strong attention to detail.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The functions of this position will initially be Project Coordination, but employees in this position will be eventually transition to more Project Management responsibilities.

The position will support projects in various industries, including, but not limited to large healthcare systems, manufacturing, and retail. This position will be required to coordinate initiatives for several projects and consultants simultaneously.


PROJECT COORDINATION

  • Coordinates with the project team to determine scope and timeline. Manages project deadlines. Assembles meetings with appropriate individuals to further coordinate project initiatives.
  • Works with a variety of software and stays abreast of new technology. Capable of quickly learning any software necessary to complete a project. Tutors or assists Consultants and other Project Coordinators regarding software solutions and troubleshoots hardware as needed.
  • Creates, revises, and formats material such as correspondence, reports, proposals, training material, addresses, and forms. This is derived from self-knowledge, samples, rough draft, corrected copy, or previous version; in accordance with the IRI Style Manual.
  • Utilizes computer knowledge to establish spacing, margins, type size, style, color, and other parameters. Assesses each project to determine the most appropriate software.
  • Proofreads and edits material for grammar, consistency, spelling, and punctuation. Corrects errors, producing documents of the highest quality.
  • Stores completed material following IRI document storage procedures.
  • Helps to maintain databases utilized for marketing, administrative, and client purposes.

ADMINISTRATIVE

  • Assists in answering the main IRI phone line and forwards calls accordingly.
  • Maintains and files correspondence and other records. Sets up client files following IRI procedures.
  • Ensures there are ample supplies and materials for each project assigned. Coordinates with the IRI Office to order any required supplies and materials. Orders supplies for special needs.
  • Outsources special projects to outside vendors. Ensures precise instruction is communicated in order to complete the project as required. Assesses cost efficiencies in order to select an appropriate vendor.
  • Prepares agenda for meetings and organizes any accompanying documentation. Takes minutes of meetings. Transcribes the minutes from notes into an established IRI format. Distributes all materials far enough in advance allowing ample time for review.
  • Act as “Producer” for virtual Synchronous Training. Zoom is the preferred IRI platform. Greet participants, take attendance, and manage learning activities (polls, breakout rooms, etc.).
  • Data entry and report generation.
  • Keeps accurate record of work performed for the client, including time (billable & fixed priced), material costs, copies, etc.
  • Maintain complete confidentiality on all client matters.
  • Ability to work cooperatively in a team environment.

EQUIPMENT OPERATION

Experience with or knowledge of MacBook Pro.


SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.


WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


The position works virtually from home and must maintain a secure work environment that is free from distractions, such as childcare responsibilities or other personal responsibilities, which could inhibit the person’s ability to be fully focused and work full-time during scheduled work hours.

Requirements:

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

Bachelor’s degree strongly preferred. Project Management experience desired. No less than three years of office and/or administrative assistant experience required; or equivalent combination of education and experience. Consulting/legal industry experience strongly desired.

LANGUAGE SKILLS

Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees or organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.


SOFTWARE & COMPUTER KNOWLEDGE

  • Proficiency in using Microsoft Word, PowerPoint, Outlook, Teams, Excel, and other standard computer programs. (Intermediate Excel skill is required)
  • Mac Environment
  • Adobe Acrobat (Standard, Professional, Reader)
  • Zoom
  • Web Browser (Firefox, Internet Explorer, Google Chrome)
  • SharePoint
  • Hive (Project Management software)
  • Mimeo (online material production and shipping service)

Note: The ability to learn additional software and programs is required. Over time the products listed above may be replaced or supplemented with other products.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Regularly required to remain seated in a normal position for long periods of time.
  • Regularly required to talk and hear, verbally express information or instructions.
  • Entering text or data into a computer or other machine by means of a traditional keyboard.
  • The ability to hear, understand, and distinguish speech and/or other sounds.
  • Clarity of vision at approximately 20 inches or less