Project Coordinator/Administrative Operations

Project Coordinator / Administrative Operations Specialist - Virtual

Position Summary

The Project Coordinator / Administrative Operations Specialist provides comprehensive administrative, operational, and project support to ensure efficient execution of organizational initiatives. This role coordinates workflows, maintains project documentation, facilitates stakeholder communication, supports compliance activities, and assists with onboarding and training efforts. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Project Coordination & Support

• Coordinate day-to-day project activities, schedules, milestones, and deliverables.
• Monitor project progress and track action items to ensure timely completion.
• Maintain project records, reports, and documentation repositories.
• Support cross-functional teams by facilitating communication and information sharing.
• Assist leadership with planning, reporting, and operational initiatives.

Administrative Operations

• Provide administrative support for organizational and departmental activities.
• Manage calendars, meetings, correspondence, and workflow priorities.
• Organize and maintain confidential files, records, and project documentation.
• Prepare reports, presentations, and status updates for management.
• Identify and implement process improvements that enhance team productivity and efficiency.

Compliance & Quality Assurance

• Ensure adherence to organizational policies, procedures, and compliance requirements.
• Review documentation for accuracy, completeness, and quality standards.
• Support audit readiness activities and maintain proper records management practices.
• Handle sensitive information with discretion and confidentiality.

Stakeholder Communication

• Serve as a liaison between internal teams, clients, and external stakeholders.
• Respond to inquiries, resolve issues, and provide timely follow-up on action items.
• Facilitate collaboration among departments to support successful project outcomes.
• Communicate complex information clearly through written and verbal channels.
• Assist with knowledge transfer and team development initiatives.

Required Qualifications

• Bachelor's degree preferred; equivalent professional experience considered.
• 5+ years of experience in administrative support, customer service, operations, or project coordination.
• Experience supporting cross-functional teams in a fast-paced environment.
• Strong organizational, time management, and problem-solving skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities while maintaining attention to detail.
• Proficiency with Microsoft Office Suite and business systems.

Preferred Qualifications

• Experience in healthcare, government contracting, financial services, or regulated industries.
• Experience with compliance documentation, quality reviews, or audit support.
• Demonstrated experience training and onboarding new employees.
• Experience supporting project managers or program management offices (PMOs).

Core Competencies

• Project Coordination
• Administrative Operations
• Process Improvement
• Compliance & Quality Assurance
• Stakeholder Engagement
• Documentation Management
• Risk Awareness
• Customer Service Excellence
• Cross-Functional Collaboration