Sr. Project Coordinator (Lisle)

Location: Lisle
Title: Sr. Project Coordinator


  • The Senior Project Coordinator is responsible for ensuring the integrity of project information throughout the project lifecycle from proposal request through project closeout. In this capacity, the Project Coordinator captures, manages and disseminates information to and from members of the project team and the customer.
  • Additionally, this position carries incremental responsibilities involving standards, training of other Project Coordinators, or national-level reporting.
  • including one or more of the following:
  • A key element of the role is to ensure that the company’s project tracking system and document repositories are current, well organized, and reflective of the status of the projects in the portfolio.
  • The Senior Project Coordinator reports to a regional Director of Program Management, and operates to support assigned projects within their assigned region.
  • The project coordinator may be required to interface regularly with customer contacts to provide status updates under the direction of a program or project lead.

Detailed Responsibilities:

  • Provide subject matter expertise in support of systems and process improvement initiatives. This may also include researching systems problems, defining potential solutions, working with IT and other organizations to implement, and communicating outcomes with all affected project organizations
  • Developing and delivering training on project-related processes, tools or systems enhancements, working in conjunction with IT and HR Training.
  • Setting performance standards, and establishing templates and tools that are utilized by other project coordinators
  • Acting as a national resource, aggregating region-level information and providing reporting or presentations that reflect company-wide or multi-region operational results
  • This position may supervise other project coordinators or act as a team lead, providing day-to-day supervision
  • The following tasks are typical of the Project Coordinator task, which may also be a part of this position’s duties depending on regional assignment and work distribution:
    • Organize and invite participants to the proposal kick off meeting: create calendar event, book rooms and conference bridges, confirm participant list with program manager, organize supporting documents on SharePoint and provide links to these for all participants prior to the meeting.
    • Run weekly proposal reports, follow up on open items, update reports and distribute to weekly meeting participants.
    • Participate in regional team meetings, capture action Items during the meeting and distribute the updates to the team after the meeting.
    • Update Project Tracker with notes received, and milestone completions from proposal and implementation status meetings.
    • Assist in the development of customer status presentations. Manage ongoing updates for recurring presentations by capturing status updates from team members, organizing presentations and supporting documentation, preparing draft presentations for the program manager’s review. Distribute final versions to meeting participants prior to meeting.
    • Upload documents into customer databases (e.g. Siterra) and track these updates for customers.
    • Ensure that required documents are uploaded to SharePoint as they are created by originators. Provide tactical training and coaching to user-groups to ensure reasonable self-sufficiency, and assist where needed.
    • Organize and invite participants to design reviews and implementation kick off meetings. Assemble supporting documents for the team’s review and ensure that current versions are available and located in SharePoint.
    • Gather closeout documents for projects that are in the Administrative Close stage. Create phase review checklist and work with program manager to identify correct participants to contact for documentation. Follow up with these contacts, gather material and organize in SharePoint for handoff to Net Ops.
    • Respond to daily ad hoc requests, including following up with team members to ensure task completion and reorganizing files and folders in SharePoint,

Preferred Experience:

  • Required
    • High school education with some college or technical school training.
    • Proficiency in MS Office tools including Outlook, Word, Excel, Project, PowerPoint, and Visio, with specific emphasis on Excel, Project and PowerPoint
    • 5+ years working as a project coordinator
    • Solid problem solving and independent thinking skills
    • Ability to communicate effectively both within and outside of the company verbally and in writing through emails and presentations.
  • Preferred
    • Bachelors degree in a technical or business field
    • Some experience with Siterra and/or SharePoint 2013