Project Coordinator, Large Capital Projects

job purpose: Coordination of project activities, ensuring deadlines are met, and facilitating communication between team members and other stakeholders. This individual will have direct responsibility for diverse tasks including but not limited to managing all documentation, project updates and reporting, procurement activities and invoicing. The successful candidate will be a detail oriented, self-starter with a focus on ownership and accountability, who can "manage-up" as needed. Project Coordinator is accountable for the overall organization of the Large Capital Projects team and project portfolio ensuring consistency with company standards, strategy, commitments and goals.

responsibilities:

• Maintain, manage, and organize electronic filing of all job documentation. Download and organize project documentation from external sources and upload internal SharePoint; management of project SharePoint site and access; coordinate document retrieval schedules (Vendor progress reports, timelines, RFI's, risk registers, etc.)
• Organize large project-related meetings (e.g., agenda, schedule, and logistics), assist with meetings, and record, transcribe, and distribute meeting minutes
• Produce, proofread, format and/or organize a variety of written materials such as project correspondence, meeting minutes, project invoices, numerical data, reports, project specifications, correspondence and other documentation
• Processes and reconcile general project invoices and prepare purchase requisitions following procurement procedures
• Management of project calendar, meeting schedules, project contacts, project organizational and seating charts
• Set up process and administer project-specific tools, materials and offices, such as project calendar program, conference rooms, office space and parking/access cards
• Assist with general office inquiries from staff, clients, customers, and others; provide proactive escalation as appropriate.
• In collaboration with Project Managers, establish and maintain protocols for project site visitors and visitor/tour schedules
• Coordinate travel schedules and reservations, business accommodations, itineraries, and agendas for both Project team and site visitors
• Provide support ad-hoc requests related to various onsite technical issues affecting work productivity (e.g., Internet access, copier issues); order supplies to support project office needs
• Conduct project specific orientation and transitions for project staff
• Assist with special projects and coordinate events
• Other activities, duties, and responsibilities assigned

skills/qualifications required:

• Must be highly organized and able to prioritize, manage time well, multitask and troubleshoot
• Strong interpersonal, oral and written communication and customer service skills
• Ability to relate and work well with people at all levels within the team, the office, and externally with clients
• Strong proficiency with Microsoft Word, Excel, and Outlook
• Ability to handle ambiguity and work in a fast paced, entrepreneurial environment
• 3+ years of Administrative Assistance experience
• High school diploma or equivalent; Associate's degree or equivalent work experience preferred
• Prior experience in manufacturing environment is preferred

working conditions and physical requirements:

• Plant based location
• Factory floor as needed

food safety requirements:

• Notify supervision of any repairs or adjustments that are required that may affect product quality or food safety.
• Understand, observe, and comply with the handling and usage of the color-coded container policy while in the Production Areas.
• Perform all duties necessary to meet Company, Customer and/or Government requirements/standards as prioritized by the Company.
• Ability to initiate action to prevent the occurrence of nonconformities relating to Food Safety and the Quality of the product, processes, quality system, or safety system.
• Identify and record any problems relating to Food Safety and the Quality of the ingredients, processes, quality system, or safety system.
• Control further processing or delivery of nonconforming product in terms of Food Safety and Quality issues until the deficiency or unsatisfactory condition has been corrected.
• In the event of absence, another employee with the same skill level will assume the duties and responsibilities as required.

position location: Webster, NY; Coopersville, MI

reports to: Sr. Project Manager, Systems Integration

travel requirements: 10-20%

exempt/nonexempt: exempt