What are the responsibilities and job description for the Project Coordinator III position at ARES Corporation?
Ares is seeking a highly organized and proactive Project Coordinator III to support the eMITS Broadcast Production Manager and Events, Projects, Integrations, Collaborations (EPIC) Manager in the coordination, administration, and execution of enterprise broadcast production and event activities supporting NASA.
eMITS is the Agency’s enterprise-level contract creating and delivering multimedia and technical communications through the use of the internet, digital platforms, and IT management for NASA’s Office of the Chief Information Officer (OCIO) and Office of Communications (OCOMM).
This position serves as a central coordination and administrative resource, helping leadership manage meetings, schedules, action items, contract reporting, travel, purchasing, property, fleet, and other operational requirements. The ideal candidate is detail-oriented, responsive, comfortable managing multiple priorities, and able to work effectively with employees, leadership, NASA customers, vendors, and the eMITS Business Office. Come join us in support of NASA’s mission to inspire the world through information and discovery.
JOB DESCRIPTION / FUNCTIONAL RESPONSIBILITIES:
Leadership & Administrative Support
- Provide day-to-day administrative and project coordination support to the eMITS Broadcast Production Manager and EPIC Manager.
- Schedule and coordinate meetings, including managing invitations, agendas, meeting logistics, and follow-up activities.
- Attend meetings, capture detailed notes, document decisions, and maintain action-item trackers to ensure assigned tasks are followed through to completion.
- Assist leadership with calendars, project schedules, deadlines, staffing coordination, and other administrative needs.
- Organize and maintain project documentation, shared files, trackers, schedules, and records.
- Assist with preparation and coordination of presentations, reports, spreadsheets, briefing materials, and leadership communications.
- Assist with monthly eMITS contract reporting by collecting, organizing, and consolidating accomplishments, metrics, mission highlights, staffing information, and other required inputs.
- Support the preparation and organization of documentation needed for customer and internal management reviews.
- Assist leadership with logistical planning and coordination for productions and events, including transportation, equipment movement, shipping, receiving, facility needs, and other operational requirements.
- Maintain awareness of upcoming productions and events to proactively identify administrative or logistical requirements.
- Coordinate and assist with the NASA badging process for vendors, consultants, subcontractors, and other external personnel supporting eMITS productions and events.
Purchasing, Receiving & Property
- Work closely with personnel to prepare purchase requests in compliance with company and contract guidelines and requirements.
- Assist the Procurement Office with purchase order documentation as needed.
- Receive procured items, ensure required documentation is accurate and complete, tag equipment when applicable, and enter items into the appropriate tracking database.
- Establish and maintain effective communication with vendors, the Business Office, employees, and leadership.
- Maintain purchasing, receiving, and property records in a highly organized manner and ensure required documentation and filing remain current.
- Support tracking and accountability of company, contract, and Government property used in support of eMITS operations.
- Assist Broadcast Production and Events leadership with tracking equipment purchases, deliveries, inventory, transfers, and other logistical requirements across supported NASA locations.
Travel Coordination
- Prepare and coordinate travel requests, authorizations, expense documentation, and reports.
- Assist leadership with tracking upcoming travel requirements, approvals, costs, and required documentation.
- Coordinate with travelers, management, and the Business Office to resolve travel-related questions or issues.
Team Coordination
- Establish and maintain effective communication across eMITS departments, NASA Centers, vendors, and the Business Office.
- Maintain effective communication and cross-train within the department to serve as backup to other team members when assigned.
- Handle sensitive business and personnel information with appropriate professionalism and discretion.
- Perform other project coordination and administrative duties as assigned in support of eMITS operations.
- Remote, hybrid, and onsite positions the employee bears travel costs to nearest NASA Center for badging and issue of NASA IT equipment.
EDUCATION AND PREVIOUS WORK REQUIREMENTS:
- BA/BS in General Business or Communications
- Minimum 5 years of experience in project coordination, administrative support, business operations, logistics, or a related role.
EXPERIENCE/COMPETENCIES/SKILLS:
Minimum Requirements:
- Demonstrated experience supporting managers or leadership teams in a fast-paced environment.
- Strong organizational skills with the ability to manage multiple assignments, deadlines, meetings, and competing priorities simultaneously.
- Experience scheduling and coordinating meetings, taking detailed meeting notes, maintaining action-item trackers, and following tasks through completion.
- Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Lync, Teams, OneNote, and OneDrive), SharePoint, and Box.
- Strong written and verbal communication skills with demonstrated attention to detail.
- Ability to create and maintain organized records, spreadsheets, trackers, reports, and other business documentation.
- Ability to communicate professionally and effectively with customers, employees, leadership, vendors, and external partners.
- Ability to work independently, anticipate needs, identify potential issues, and proactively follow up on outstanding actions.
- Ability to support occasional schedule adjustments based on NASA mission, production, event, or operational requirements.
Preferred Qualifications:
- Experience with government contracting processes and documentation.
- Familiarity with NASA systems, processes, and terminology.
- Experience supporting events, multimedia production, broadcast operations, or other deadline-driven operational environments.
- Demonstrated ability to work across multiple locations or geographically dispersed teams.
ARES Benefits:
ARES offers a competitive compensation and benefit package. Full time employees may participate in:
- Medical Insurance
- Dental Insurance
- Vision Insurance
- HSA/FSA Accounts
- Life & Disability Insurance
- Critical Illness & Accident Insurance
- ESOP
- 401(k) Plan
- Paid Time Off & Holidays
ARES is an equal opportunity employer and complies with E-Verify. We believe in hiring a diverse workforce and fostering an inclusive culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law. ARES shall abide by the requirements of 41 CFR 601.4(a), 60-300.5(a) and 60-741.5(a)