Project Coordinator

Summary AJANTA CONSULTING, LLC San Antonio, TX The Project Coordinator is responsible to the project manager for overall administrative task control and accountability and general management of specific projects assigned to them. Responsibilities Manage multiple meetings and webinars on video platforms: Zoom, Go-To Meeting, Teams. Schedule, organize calendar activities and organize activities, like meeting, travel, and office activities with high-ranking individuals. Manage program knowledge repositories, perform program audits, and manage SharePoint sites for effective and consistent site management. Collaborate with program managers to track, develop, and provide program deliverables. Perform analysis of operational/functional workflows and processes using Microsoft Suite of products, including but not limited to Word, Excel, PowerPoint, SharePoint, and Teams. Manage and maintain efficient processes that ensure documentation is accurate and up to date as it applies to day-to-day contract activity, especially onboarding new staff in a remote environment. Evaluate and provide recommendations on how to improve our processes, systems, and efficiency, including new platforms, applications, vendors, and processes. Build relationships with recruiters and hiring managers and maintain, review, and/or update program specific SOPs or hiring and onboarding requirements. Responsible for e-file creation and tracking orientation status, data entry and maintenance. Maintain records, files, and logs; typing all general correspondence as required. Establish close working relationships with company program managers, task order leads and respective customers and subcontractors on a program-by-program basis. Prepare special reports by collecting, analyzing, and summarizing information and trends. Prepare for, assist with, and manage project events, briefings, and site visits, as needed. Establish and monitor detailed workflows and resourcing plans, set deadlines, assign responsibilities, resolve conflicts, and manage progress with confidence. Foresee a project's obstacles, risks, and constraints and effectively plan around them. Provide weekly, monthly, quarterly, annual status reports to program manager as required in the contract requirements. Provide Deltek timesheet training with new hires to ensure all time is accurately charged. Participate in time and labor payroll process including preparation of timesheet corrections, as needed. Assist site project management team with employee relations matters, referring complex matters to Corporate HR for determination. Maintain records, files, and logs; typing all general correspondence as required. Manage multiple project deadlines across multiple projects. Provide consistent organizational support to Project Manager. Respond to routine telephone requests for information and refers calls and visitors to appropriate staff. Accurately review, code, and process vendor invoices. Other duties as assigned Qualifications High school Diploma or GED and a minimum three (3) years’ experience in administration, customer service in professional services, or uniformed service OR An Associates degree and 2 years of experience in administration, customer service in professional services, or uniformed service OR A Bachelor’s Degree and a minimum of one (1) year experience in administration, customer service in professional services, or uniformed service. Must be able to type a minimum of 50 WPM with minimal mistakes. Must have the ability to travel quarterly or as required to support the project’s operations Knowledge, Skills and Abilities Working knowledge of a variety of computers software applications, like Microsoft Word, Excel, Access, PowerPoint, SharePoint, and Outlook. Possess a high degree of proficiency in assigned function and attention to details. Adept telephone, verbal communications, Microsoft Office, listening, professionalism, customer focus, and organizational skills. Exceptional written and oral communication skills with a full mastery of the English language, including proper grammar and spelling. Must be highly professional and flexible to meet with customers, contractors, and vendors. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to maintain a high level of confidentiality with dealing with proprietary information and sensitive situation. Must be able to present professionally to senior leadership and outside clients. Ability to handle multiple assignments concurrently, balancing priorities to meet deadlines. Ability to work independently and as a team. Ability to use forms and databases to provide monthly reports to the Government. Ability to use good judgment and common sense when performing job functions. Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce. Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Ability to speak Spanish and read/write in Spanish highly preferred. Experience in an administrative role or a role that required administrative responsibilities. 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.) While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee may use repeated motions that include the arms, wrists, hands and/or fingers. The employee is occasionally required to walk, stand, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.