What are the responsibilities and job description for the Communications Coordinator position at DEW Softech Inc?
Position: Communications Coordinator
Location: Must be currently commutable to Newark, DE. Hybrid role, 3 days per week onsite.
Duration: Till 12/31/2027
Location: Must be currently commutable to Newark, DE. Hybrid role, 3 days per week onsite.
Duration: Till 12/31/2027
Rate: Open
Interview: Video
Job Description
Job Description
We are looking for a Communications Coordinator to support meeting logistics, documentation, and stakeholder communication within a fast-paced, project-driven environment. This position will be a full-time contract, and hybrid in Newark, DE.
What You’ll Do
- Serve as the exclusive point of contact for all incoming meeting requests from vendors, clients, and internal stakeholders
- Validate agenda, attendee list, and objective for existing slate of meetings
- Review and process meeting requests using the PMO Meeting Request Form
- Collaborate with requestors to ensure each request includes a complete agenda, appropriate attendee list, clear objective, and required lead time
- Coordinate with the PMO Facilitator to confirm availability, validate audience composition, and obtain formal meeting approval
- Issue all project-related calendar invitations with finalized agendas, connection details, and pre-read materials
- Maintain the PMO Meeting Request Tracker and publish weekly meeting calendar to cross-functional teams and stakeholders
- Activate and manage meeting recordings at the start of each formal meeting
- Track meeting attendance and manage any unregistered or unauthorized participants
- Maintain a real-time action item log during each meeting, capturing owner, commitment, and due date for every action
- Flag agenda deviations or scope-creep discussions to the PMO Facilitator in real time
- Manage meeting logistics including room bookings, technology setup, and participant access for virtual platforms
- Draft comprehensive meeting minutes within 24 hours of meeting conclusion using the PMO-approved Minutes Template
- Capture decisions, action items, issues, risks, and next steps accurately and completely
- Submit draft minutes to the PMO Facilitator for review and incorporate all reviewer feedback
- Distribute final, approved minutes to all meeting attendees and the project distribution list within 24 hours of Facilitator approval
- Maintain version control for all meeting minute documents
- Produce and distribute the monthly PMO Meeting Summary Report to the OCM Lead
- Archive all meeting recordings to the designated project repository folder within 24 hours of meeting conclusion
- Archive all final meeting minutes to the repository within 24 hours of distribution, circulating links to the archived content with meeting minutes
- Apply the PMO-standard file naming convention to all archived documents
- Maintain the Project Meeting Log with current status for all meetings
- Ensure repository folder structure remains organized and access permissions are current
- Conduct quarterly audits of archived materials to confirm completeness and correct categorization
- Communicate the meeting request procedure to all new vendors, clients, and project team members at project onboarding
- Diplomatically enforce meeting control policies with non-compliant vendors or clients, and redirect unauthorized scheduling attempts to the proper request process
- Escalate repeat non-compliance to the OCM Lead with supporting documentation
- Serve as first point of contact for meeting-related questions, conflicts, and rescheduling needs
What You'll Need
Required:
- Bachelor's degree in Business Administration, Communications, Project Management, or a related field (or equivalent combination of education and directly related experience)
- 1-3 years of experience in a project coordination, administrative, or PMO support role
- Demonstrated experience managing meeting logistics and producing professional meeting documentation
- Experience working in environments with multiple external stakeholders such as vendors, clients, or partners
- Advanced proficiency in Microsoft 365 suite including Outlook, Word, Excel, Teams, and SharePoint
- Experience with video conferencing platforms such as Microsoft Teams, Zoom, or WebEx
- Proficiency with project management or collaboration tools such as SharePoint, Confluence, Jira, Smartsheet, or equivalent
- Ability to use transcription tools or AI-assisted note-taking software
- Familiarity with document management systems and repository organization
Preferred:
- Project Management Professional (PMP) certification or Certified Associate in Project Management (CAPM)
- Experience in a regulated industry or government project environment
- Prior experience as a project coordinator, executive assistant, or operations analyst supporting a PMO
- Experience with contract management or vendor oversight processes
Physical Demands
- Ability to safely and successfully perform the essential job functions consistent with the ADA and other federal, state and local standards
- Sedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.
- Ability to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor