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Job description
Project Operations CoordinatorLocation: San Francisco, CA 94102 Shift: 1st Shift (M-F) Duration: 0-6+ Months (Temp to Hire) Pay Range: $32.00-$37.00 on W2.Core Responsibilities:As required, support the launch of a new project by following the steps listed in the Project Initiation instruction. As required support day-to-day office services for companies' San Francisco (temporary office) location. The position will be the main administrative point of contact to coordinate with other companies' offices. Coordinate documentation control activities with customers and project managers. As required, schedule project meetings, prepare agendas, attend weekly meetings, record attendance, take minutes and action items, update master action item log and distribute minutes. Plan, organize and setup of meetings and meeting rooms, catering arrangements for meetings when required. Maintain an out of office record for staff travelling to site, on vacation or personal or medical leave. As required, coordinates with Project Manager for preparation and timely completion of weekly/monthly reports to Department Heads and customers. Arrange for visitor badges, wireless internet access, and update the visitor's log. Make travel arrangements (visa arrangements, if required) for staff travelling to the project sites. As required, raise purchase requisitions (PR), IRFs, PPR and RMAs & process accounts payable invoices in a timely manner (e.g, catering expenses, visa applications expenses, etc.). Assist company entities to acquire access to applications, e.g. Livelink, Clearquest, Shared Palma, SharePoint, DOORs/Polarion, Citrix account, WebCloud, etc. As required, support the shipping and receiving of documents and items. Support project team building activities, events, and, in case of large events, coordinate with the Event Coordinator/Designated Admin. Maintain an updated correspondence tracking log for incoming and outgoing correspondence. Follow up the flow of communications with customers, what is replied, what is not. As required, proofread and edit documents. Apply the Project's Data Management strategy by supporting the archival/safe keeping of important internal project documents on the projects' SharePoint communities. Audit the Project Data Repository periodically to ensure compliance to our Company's Project Data Repository process. If needed, keep OBS/Project Org chart up-to-date. Maintain the list of WPM names in SharePoint's Projects Community or SAP CN42N/CJ40N. As required, prepare and update Contract Data Requirements List (CDRL)/Milestones charts & other graphs and metrics for monthly presentation report (OPS). Keep the CDRL up-to-date at all times. Coordinate and track project deliverables and actions to ensure on-time delivery. As required, handle the submission of Contractual deliverables to Customer either through email or through Customer-supplied tool (ex: Aconex, Asite, EDMS, ..). If needed, support the Project Manager in preparing Project Progress Reviews (use of the right template, support collection of inputs, follow-up on action plan,...) Provide support or act as backup to other Project Coordinators, as needed. Secure backup support from other Project Coordinators before going on leave and ensure relevant SAP charge codes are being assigned to those backup Project Coordinators. Keep project-specific processes description/guidelines up-to-date to facilitate support from other Project Coordinators and/or facilitate handovers.Qualification:Higher degree or High School. Post-secondary education or equivalent Fluent English speaking and writing Ability to work independently with minimal supervision; Accurate and efficient administration skills and attention to detail Strong organizational skills and ability to balance multiple priorities; Strong written and verbal communication skills; Excellent interpersonal skills Ability to effectively interact with peers, managers, customers and subcontractors; Advanced computer literacy – MS Office (Excel, Word, Visio, Powerpoint) Proficiency in JIRA, SAP and SharePoint is an advantage.
Worksite address
san francisco, CA, 94102, US
Who can apply
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