Professional Resource Group, LLC · 11 hours ago
Project Coordinator 1
Vancouver, WA
Full-time
Hybrid
Entry Level
1+ years expProfessional Resource Group, LLC is a staffing company specializing in technical and administrative professionals. The Project Coordinator 1 will support the Infrastructure Asset Management Project Portfolio Management organization by assisting project managers and coordinating project work throughout its lifecycle.
Staffing & Recruiting
No H1B
U.S. Citizen Only
Responsibilities
Support projects assigned by CLIENT project manager, from beginning to end, by providing assistance on the PMI-based project management methodology, best practices, and internal skill development as requested by and with guidance from the CLIENT manager, team lead, or other personnel with the authority to do so, including:
Coordinate activities for CLIENT manager-assigned projects that enable goals or objectives to be accomplished within the prescribed time frame and funding parameters, escalating concerns to appropriate CLIENT manager/personnel
Address and navigate politically sensitive issues in a collaborative and professional manner with CLIENT manager/federal personnel assistance and guidance
Support and facilitate the following functions:
Written and verbal sponsor or stakeholder communication
Project team communications and coordination
Inter-project team communications and coordination
Project Tracking & Document Management:
Monitor and track resource commitments from other groups as requested by the PM using the organization’s resource tools
Monitor project milestones and schedules. Monitor, maintain and update project schedules as required by the project manager
Per designated funding type and work order type (i.e. contractual customer agreement dates), alert CLIENT federal staff if additional time is needed
Attend monthly financial review meetings with the PM and financial analysts
Understand and monitor Ready for Intended Use (RIU) dates and report to the PM
Monitor project schedules with the use of various or applicable reporting tools
Draft project risk register logs for the project manager to review and submit
Coordinate and track project equipment materials per PM guidance
Coordinate lessons learned activities per PM guidance
Attend project update meetings for the PM (e.g., 3D meeting) as requested
Track and follow up on action items assigned to and assigned by the CLIENT Manager or project manager. Know who to contact when action items are complete and a subsequent action can begin
Upon identification of project risks, monitor and assist with risk management activities with assigned project team members. Alert CLIENT staff to concerns regarding risks and mitigation requirements
Track and maintain project documents (on workspace and otherwise) related to project. These documents may come from the CLIENT manager or PM or may come from other team members or outside agencies or systems. Check dates and decisions on documents that are known to change frequently and update static documents regularly, so the most current information is available
Coordinate information/status updates with/from project team and distribute to team members needing the updated information
Request and set-up Project Workspaces, maintain Project Workspaces, participate in workspace innovation/development, as needed. Assist others outside of TIP by navigating PM workspaces
Compile lessons learned through project lifecycle and publish lessons learned at project close-out
Mark documents and maintain filing system(s), files, emails and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes
Meeting Facilitation:
Facilitate project meetings (scoping, kick-off, monthly project team, special team meetings, etc.) using Microsoft Outlook. Request, research, and confirm project team members that are required and optional attendees. Schedule appropriate date and time, conference room, and conference calls
Gather information on meeting agenda topics, create agenda 24 – 48 hours in advance, distribute agenda and other documentation needed during the project meeting
Confirm and set up conference room, Conference call, laptop, projector, maps, and other meeting materials at the beginning of project meeting
Document discussion during project meetings. Distribute meeting minutes. Identify/document action Items and decisions made during meetings
Attend project meetings. Facilitate rescheduling or cancelling meetings in absence of the project manager
Site Visits:
Plan and coordinate site visits including scoping site visits, field reconnaissance visits, by arranging appropriate dates, times, transportation (commercial air, CLIENT air, Government vehicles, etc.), lodging and permissions (if needed), at the request of a CLIENT manager or PM
Prepare and disseminate documentation needed for site visits, track and check in documents that need to be returned
Take minutes during site visits, follow-up on unanswered questions and other actions
Escort CLIENT and non-CLIENT (vendors/contractors) visitors that do not have an entry permit
Work Plan Management:
Assist PM and/or the CLIENT Manager in coordination/maintenance/prioritization of PM’s individual work plan portfolio. Check the status of project work plan frequently to launch new work quickly as it is assigned
Check the work plan for accuracy and coordinate updates to Project Portfolio when updates are made. Coordinate PM reassignments when needed
Assist PM in creation of Project Management Plan
Resource Coordination:
Request appropriate project resources on behalf of the PM (people, equipment, material, etc.) to fulfill project needs; submit resource requests with other internal organizations
Coordinate project schedules (or other reporting information) for team members and with other groups (e.g., TEBW, TEBI, and TF)
Draft progress reports, ad hoc reports, spreadsheets, visual aids, etc. as requested by PM, Schedulers (including those from other departments, e.g. TF and TFH), and/or financial analysts
Assist in coordinating resources and outages between project managers and projects when projects overlap in time or geographic locations to find a workable schedule
Assisting Project Team:
Work with project manager, the CLIENT manager and project engineer on technical and logistical aspects of project design to create scope of work documents (see note above), statements of work documents (see note above), step plans, materials lists, etc. to be included in requests for outages and design and construction resources
When necessary, facilitate the successful transition of a project or program of projects to another project manager including any training, documentation, or meeting coordination required to bring the new PM fully up to speed on all critical aspects of the work and introduce them to executive sponsors and key stakeholders
Assist in coordination with outside entities including other city, state, and federal agencies, utilities and other accounts/customers, tribes, public, and other stakeholders that are affected by transmission work
NOTE: Provides Support to assigned Project Manager(s). May NOT be given sole responsibility for any phase of an on-going project, no matter the complexity or dollar amount of the project or phase of a project. May NOT have primary responsibility for determining the Scope, Funding or Schedule of a project or phase of a project. Assists the PM, tracks, reports and alerts others on risks or changes needed to any of these areas. May not be identified in writing as the “Project Manager” verbally or on any correspondence, documentation or official records
Qualification
Required
MUST be US Citizen to be eligible to apply for Federal Background Check
Requires Real ID and or Valid Passport to interview
1 year of experience is required with an applicable Bachelor's degree
3 years of experience is required with a Bachelor's degree not in applicable fields
5 years of experience is required without a degree
Experience should include direct work experience in project coordination/ control capacity, including all aspects of process development and execution
Valid U.S. Driver's License is required
First Aid/AED/CPR Certification required within 30 days of assignment start. Worker/Employer is responsible for maintaining current certification
Energized Facility Permit is required within one year of assignment start. Type: Substation Entry Permit (SEP)
PPE Equipment Required
Preferred
A Bachelor's degree in Engineering, Business Administration or Management, Organizational Development, Computer Science or other related technical discipline is preferred
Demonstrated proficiency using Microsoft Project or similar programs to store, analyze and manipulate data
Experience in the electric utility industry
Ability to read and understand engineering drawings
Benefits
First Aid/AED/CPR Certification required within 30 days of assignment start.
Energized Facility Permit is required within one year of assignment start.
PPE Equipment Required.
Company
Professional Resource Group, LLC
The value-add of any professional, beyond their technical contribution, is their ability to share their experience, to interact, to effectively communicate, to proactively participate, in order to achieve a desired collective goal.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase