Project Coordinator

KPS Life is seeking a detail-oriented Project Coordinator with at least 2 years of administrative experience to support the smooth execution of delivery within a large department of one of our Sponsor partners. This role involves assisting operational leads and senior administrative staff in coordinating tasks, managing calendars/events, and facilitating stakeholder interactions to ensure project success. Candidates must be commutable to Armonk/Tarrytown, NY to go into the office 3 days a week.

Job Title: Project Coordinator

Key Responsibilities

• Task Coordination: Assist in coordinating tasks among team members to ensure activities are carried out according to the project plan.
• Stakeholder Communication: Support communication between different stakeholders, including team members, management, and external parties, ensuring all are informed of project progress, changes, and updates.
• Documentation Management: Maintain comprehensive project documentation, including plans, reports, and meeting minutes as applicable.
• Process Improvement: Support the group's initiatives by identifying opportunities for process improvement and efficiency gains.
• Administrative Support: Provide administrative support as needed, such as scheduling meetings, managing project-related correspondence, and handling any logistical issues that arise.
• Calendar and Mailbox Management: Support calendar maintenance across multiple sub-functions and manage multiple mailboxes on a daily basis.
• Meeting Coordination: Coordinate inter-departmental and cross-functional meetings in support of operational leaders and senior coordinators.
• Venue and Equipment Management: Oversee conference room reservations, including scheduling, confirmation, and access, and keep accurate records of room bookings, equipment, and catering needs.
• Documentation Storage: Manage documentation on network drives, SharePoint, and Teams' sites.
• Issue Escalation: Escalate issues to relevant team members for resolution as needed.
• Policy Compliance: Comply with company policies and procedures.
  
  

Ideal Qualifications

• Education: Minimum of a Bachelor's degree is required.
• Experience: 2 years of administrative or coordinator experience, with a proven ability to manage multiple projects simultaneously.
• Industry Knowledge: Exposure to clinical development or healthcare preferred but not required.
• Communication Skills: Strong written and verbal communication skills; effective customer service abilities.
• Organizational Skills: Ability to interact with all levels of employees and maintain confidentiality; strong organizational skills with the ability to prioritize and manage multiple tasks simultaneously, with a high level of accuracy.
• Initiative: Self-starter who takes initiative and can handle risk and uncertainty.
• Adaptability: A quick learner who can shift gears comfortably.
• Attention to Detail: High level of organizational skills and attention to detail is required.
• Independence: Able to work independently, and exercise sound judgment and decision-making.