Project Coordinator

Project Coordinator / Communications Coordinator
Location: Newark, DE (Hybrid – 3 days onsite, 2 days remote)
Pay Rate: $25-$27/hour W2
Duration: Contract through December 31, 2027

Job Summary

We are seeking a highly organized Project Coordinator / Communications Coordinator to support project meeting management, stakeholder communications, documentation, and PMO operations within a fast-paced project environment. The ideal candidate will have experience coordinating meetings, maintaining project documentation, managing stakeholder communications, and supporting cross-functional teams.

Responsibilities

• Serve as the primary point of contact for all incoming meeting requests from vendors, clients, and internal stakeholders.
• Review and process PMO Meeting Request Forms.
• Validate meeting agendas, attendee lists, objectives, and scheduling requirements.
• Coordinate with PMO leadership to obtain meeting approvals and confirm participant availability.
• Schedule and distribute meeting invitations, agendas, meeting links, and pre-read materials.
• Maintain the PMO Meeting Request Tracker and publish weekly meeting calendars.
• Manage meeting recordings and track attendance during formal meetings.
• Maintain real-time action item logs, including owners, due dates, and commitments.
• Identify agenda deviations and communicate scope-related concerns to project leadership.
• Coordinate meeting logistics, including conference rooms, technology setup, and virtual meeting access.
• Prepare comprehensive meeting minutes within 24 hours of meeting completion.
• Accurately document decisions, action items, risks, issues, and next steps.
• Route meeting minutes for review and incorporate feedback as needed.
• Distribute finalized meeting minutes and maintain document version control.
• Archive meeting recordings and documentation in designated project repositories.
• Maintain project meeting logs and ensure repository organization and access controls remain current.
• Conduct periodic audits of archived materials for completeness and proper categorization.
• Communicate meeting procedures and governance standards to new project participants.
• Enforce meeting management processes and address unauthorized scheduling activities.
• Escalate recurring compliance issues to project leadership.
• Serve as the primary contact for meeting-related questions, scheduling conflicts, and rescheduling requests.

Required Qualifications

• Bachelor's degree in Business Administration, Communications, Project Management, or a related field, or an equivalent combination of education and experience.
• 1-3 years of experience in project coordination, PMO support, administrative support, or a related role.
• Experience managing meeting logistics and producing professional meeting documentation.
• Experience supporting multiple stakeholders, including vendors, clients, and business partners.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
• Experience using virtual meeting platforms such as Microsoft Teams, Zoom, or WebEx.
• Experience with project management and collaboration tools such as SharePoint, Jira, Confluence, Smartsheet, or similar platforms.
• Familiarity with transcription tools or AI-assisted note-taking software.
• Experience with document management systems and repository organization.
• Strong organizational, communication, and time management skills.

Preferred Qualifications

• PMP or CAPM certification.
• Experience working in a regulated industry or government project environment.
• Previous experience supporting a PMO.
• Experience as a Project Coordinator, Executive Assistant, Operations Analyst, or similar role.
• Experience with vendor management, contract administration, or oversight processes.

Schedule

• Hybrid schedule: 3 days onsite in Newark, DE and 2 days remote.
• Full-time contract position through December 31, 2027.

Pay: $25.00 - $27.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Life insurance
• Vision insurance

Application Question(s):

• This is a hybrid onsite role - 3 days per week onsite, 2 days per week remote. Please confirm you can work on this basis
• Please briefly summarize your experience as a coordinator in a project driven environment

Ability to Commute:

• Newark, DE 19702 (Required)

Work Location: Hybrid remote in Newark, DE 19702

Benefits:

Salary : $25 - $27