Project Coordinator (Contract)
Fabricut, Inc
Date: 3 weeks ago
City: Tulsa, Oklahoma
Contract type: Contractor
Description
Project coordination between large scale multidepartment technology-based initiatives has always been problematic and is a known root cause to unsuccessful outcomes. To address this challenge, we are introducing the role of Project Coordinator for large-scale project teams. The Project Coordinator plays a key role in planning and initiating tasks that require validation and reconciliation across parallel project teams. This role ensures alignment across teams by maintaining clear communication with stakeholders and monitoring progress to achieve project objectives. May assign duties and responsibilities and coordinate the work of project staff. Operates under moderate supervision with limited scope for independent judgment. The noted temporary role will be required for 9 months and if necessary extended in 3-month increments.
Requirements
Essential job functions:
Each Project Coordinator will collaborate with a Meeting Facilitator, Scribe, and Subject Matter Expert(s) as part of an IT team. As a key participant in the business requirements solicitation and capture process, the Project Coordinator ensures that cross-departmental processes are accurately captured, validated, and aligned with business objectives. Throughout the process, the coordinator will model and encourage exceptional cross-departmental collaboration skills, fostering alignment and maintaining a steady pace to ensure project tasks are completed on time.
The Project Coordinator will oversee logistical arrangements, including scheduling conference rooms, inviting participants, and coordinating IT support for audiovisual and network needs.
Supportive job functions: *
Assist in refining project methodologies and documentation for stakeholder review. Support the development and implementation of tools or templates to improve project tracking and reporting.
Contribute to and participate in projects outside the business requirements solicitation and capture process as needed.
Maintain proactive awareness of team capacity and demonstrate a willingness to volunteer for tasks that help offset the workload of other full-time team members during periods of lower demand.
Demonstrated Knowledge/Skills in:
Analytical Thinking and Problem-Solving
Project coordination between large scale multidepartment technology-based initiatives has always been problematic and is a known root cause to unsuccessful outcomes. To address this challenge, we are introducing the role of Project Coordinator for large-scale project teams. The Project Coordinator plays a key role in planning and initiating tasks that require validation and reconciliation across parallel project teams. This role ensures alignment across teams by maintaining clear communication with stakeholders and monitoring progress to achieve project objectives. May assign duties and responsibilities and coordinate the work of project staff. Operates under moderate supervision with limited scope for independent judgment. The noted temporary role will be required for 9 months and if necessary extended in 3-month increments.
Requirements
Essential job functions:
Each Project Coordinator will collaborate with a Meeting Facilitator, Scribe, and Subject Matter Expert(s) as part of an IT team. As a key participant in the business requirements solicitation and capture process, the Project Coordinator ensures that cross-departmental processes are accurately captured, validated, and aligned with business objectives. Throughout the process, the coordinator will model and encourage exceptional cross-departmental collaboration skills, fostering alignment and maintaining a steady pace to ensure project tasks are completed on time.
The Project Coordinator will oversee logistical arrangements, including scheduling conference rooms, inviting participants, and coordinating IT support for audiovisual and network needs.
Supportive job functions: *
Assist in refining project methodologies and documentation for stakeholder review. Support the development and implementation of tools or templates to improve project tracking and reporting.
Contribute to and participate in projects outside the business requirements solicitation and capture process as needed.
Maintain proactive awareness of team capacity and demonstrate a willingness to volunteer for tasks that help offset the workload of other full-time team members during periods of lower demand.
- These tasks do not meet the Americans with Disabilities Act definition of essential job functions and usually equal 5% or less of time spent. However, these tasks still constitute important performance aspects of the job.
Demonstrated Knowledge/Skills in:
- Strong understanding of project management principles and methodologies applicable to limited-scope projects.
- Proven ability to exercise sound judgment, analyze complex information, and make critical decisions.
- Exceptional attention to detail with the ability to manage competing priorities.
- Strong communication and collaboration skills, with experience working in multi-departmental or cross-functional teams.
- Experience in reviewing, creating, and modifying process diagrams.
- Able to decide quickly and without guidance where to show each step of the scenario in process flow.
- Excellent writing/typing skill
- Intermediate skill in Microsoft Word, Excel, Visio
- Proficiency in project management tools such as Microsoft Project, Trello, or equivalent.
Analytical Thinking and Problem-Solving
- Quickly synthesizes complex information to identify project risks and dependencies ensuring accuracy in documentation and alignment with project objectives.
- Proactively resolves conflicts by ensuring clarity and alignment across teams.
- Recognizes patterns and recurring challenges to optimize workflows.
- Actively listens and records key points and maintaining focus on task priorities.
- Balances short- and long-term priorities effectively.
- Maintains focus on milestones and deadlines while managing competing demands.
- Streamlines project workflows for maximum efficiency.
- Builds effective relationships with stakeholders to bridge gaps between teams.
- Ensures alignment of project goals and tasks across parallel workstreams.
- Facilitates timely handoffs and follow-ups to maintain project momentum.
- Balances short- and long-term priorities effectively, ensuring timely task completion without sacrificing quality.
- Maintains meticulous attention to detail, reducing errors and minimizing the need for rework.
- Streamlines processes by leveraging a comprehensive understanding of project workflows and interdependencies.
- Responds to changing priorities with flexibility and a focus on achieving objectives.
- Anticipates future discussions and requirements, preparing teams for upcoming phases and potential challenges.
- Applies knowledge of past decisions and outcomes to inform present actions and future planning.
- Manages stress effectively in high-pressure environments.
- A high school diploma is required; an Associate or Bachelor's degree is preferred.
- Minimum 2 years of experience as Project Coordinator, Business or Process Analyst preferred; experience in technology-driven or multi-departmental projects would be helpful.
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