What are the responsibilities and job description for the Project Coordinator position at CyOne, Inc.?
Description
Position Summary
CyOne is seeking a highly organized and detail-oriented Project Coordinator to support project operations, project execution, proposal activities, customer engagements, and contract administration. The successful candidate will provide administrative and project coordination support, assist with scheduling and reporting, maintain project documentation, coordinate meetings and travel, and help ensure projects are delivered on schedule and in accordance with established requirements.
The Project Coordinator will support the management of Firm-Fixed-Price (FFP) contracts, including tracking contract scope, funding, milestones, and deliverables across FFP projects, identify tasks or customer requests that fall outside the awarded scope of work, and work with program management to obtain ROMs and supporting the evaluation of new work opportunities.
The role will also coordinate activities with subcontractors and team members, monitor task progress, collect status updates, and help ensure subcontractor deliverables are received, reviewed, and submitted in accordance with contractual obligations. Responsibilities include maintaining action item trackers, supporting risk and issue management, preparing project reports, coordinating customer and internal meetings, and helping ensure all project deliverables are completed accurately, on time, and within scope.
Key Responsibilities
- Monitor project status and provide administrative support to project managers and executives.
- Prepare capture action items, and distribute meeting minutes.
- Identify tasks or customer requests that fall outside the awarded scope of work, and work with program management to obtain ROMs
- Maintain project documentation, WISRD licenses, records, status reports, and correspondence.
- Coordinate schedules, meetings, conference calls, and project reviews.
- Track project schedules, milestones, deliverables, and action items.
- Support proposal development activities and contract administration tasks.
- Assist with travel coordination and logistics for employees and customers.
- Maintain filing systems, project repositories, and corporate records.
- Coordinate communications between management, staff, customers, subcontractors, and partners.
- Assist with procurement requests, office operations, and supply management.
- Support monthly status reporting and other management reporting requirements.
Requirements
Required Qualifications
- Associate's degree in Business Administration, Project Management, Communications, or related field (Bachelor's preferred).
- 3 years of administrative, project coordination, or office management experience.
- Proficiency with Microsoft Office 365, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Ability to manage multiple priorities in a fast-paced environment.
- Experience preparing reports, presentations, and meeting documentation.
- Strong attention to detail and follow-through.
- Ability to work independently and collaboratively across teams.
Preferred Qualifications
- Experience supporting government contracts, defense programs, or technology organizations.
- Familiarity with project management methodologies and tools.
- Experience with proposal support, contract documentation, or compliance tracking.
- CAPM certification or project management training is a plus.
- Experience maintaining SharePoint or document management systems.
Core Competencies
- Organization and planning
- Project coordination
- Communication and customer service
- Problem solving
- Attention to detail
- Professionalism and confidentiality
- Team collaboration
- Initiative and accountability
Physical Requirements
- Occasional travel may be required.