Administrative Project Coordinator

Manatee County Government, Work That Matters; Sarasota (FL); On-site; USD 33,000 - 41,000; Full time

Job summary

Manatee County Government, Work That Matters is seeking an Administrative Project Coordinator in Sarasota to serve as the central hub for daily administration of the Public Works Department’s Transit Division. You will coordinate staff activities, manage board agendas, ensure regulatory grant audits are documented, and track project-related finances with accuracy.

The role requires an Associate degree in business management or related field and at least five years in executive administration.

Qualifications

• Associate degree in business management or related field.
• Minimum of five (5) years' experience in an executive administrative role requiring strong administrative, organizational and time management skills.
• Valid driver's license required with valid Florida driver's license within 30 days of hire.

Responsibilities

• Coordinate staff activities for the division and ensure project control procedures and policies are followed.
• Prepare, report, and analyze assigned business projects under supervision of the division manager.
• Support board agenda workflows, cross-department records, and serve as administrative liaison.
• Monitor invoices, revenues, reimbursements, and department expenditures; maintain operational records and financial documentation.
• Prepare reports, meeting materials, presentations, and provide professional assistance to passengers and the public as assigned.
• Lead scheduling activities and maintain project repositories and archives.

Education

Associate degree in business management or related field

Job description

General Information

Work Location: 2411 Tallevast Road, Sarasota, Florida 34243

Work Hours: Monday - Friday, 7:00 am - 4:00 pm

Expected Starting Hourly Range: $23.67 - $29.59

This classification is responsible for high level administrative work involving coordinating staff activities for the division, including the preparation, reporting and analysis of assigned business projects under the supervision of the division manager overseeing project management activities, and ensuring project control procedures and policies within a program of related projects are executed.

Employment screenings, as outlined in the Personnel Policy, Rules, and Procedures Manual, will be conducted in compliance with applicable federal and Florida Laws.

Working Conditions

The work environment may include exposure to high noise levels while performing certain essential job functions. The position requires the ability to lift and move objects weighing up to 25 pounds independently and up to 50 pounds with assistance, with or without reasonable accommodation. The role involves sitting for extended periods while working on a computer.

Job Description

Essential Functions

These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

Public Works Dept/Transit Division

The Administrative Project Coordinator also performs advanced, multifaceted administrative and operational support duties for the county transit department. This role serves as the central operational hub, ensuring seamless coordination of daily administration, strict compliance with regulatory grant audits, and professional delivery of customer service programs. The position requires strong organizational skills to manage board agenda workflows and cross-departmental records, serve as the administrative liaison, assisting employees with work-related guidance, providing necessary documents, communicating deadlines for employees regarding mandatory training, insurance coverage, and additional items, as well as additional duties as assigned.

The Administrative Project Coordinator performs advanced, multifaceted administrative and operational support for the Public Works Department’s Transit Division. The position serves as a central point of coordination for daily administrative operations, board and committee agenda processes, regulatory grant and audit documentation, financial and budget tracking, personnel and training records, and customer service programs. Responsibilities include preparing and coordinating transit-related agenda items, supporting the organization and retention of state and federal grant records, monitoring invoices, revenues, reimbursements, and department expenditures, and maintaining operational records such as maintenance schedules, route logs, and financial documentation. The position also serves as an administrative liaison by providing employees with work-related guidance and required documents; communicating deadlines related to mandatory training, insurance coverage, and other departmental requirements; coordinating office workflows, vendor correspondence, and supplies; and preparing reports, meeting materials, and presentations. In addition, the Administrative Project Coordinator provides professional assistance to passengers and the public by responding to inquiries, routing or coordinating resolution of service concerns, and supporting recruitment and other administrative processes, as assigned.

Takes the lead in administrative functions of project-related assignments including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout.

Reviews and manages varied documents including requests for proposals, purchase orders, contractor forms and close-out documents.

Field requests from federal, state and local agencies, and/or the public with regard to project issues, resolving issues or routing the callers to applicable group/personnel.

Assists the department leadership with prioritizing, organizing and managing issues for resolution, internal and external communications and documenting status of projects.

Assists leaders with original contract negotiations and updating contract order changes.

Leads and monitors all scheduling activities and project repositories of documents.

Prepares documents for various recurring meetings including minutes, plans, etc.

Develops presentation documentation as required for projects and consolidate program status reports.

Manages relationships and all activities with all required partners related to program one-time and on-going financials (prepare division/department budget, assist with forecasts and report actuals).

Utilizes project management software for development and distribution of comprehensive set of monthly, weekly and ad hoc project financial reporting to a variety of program stakeholders (including templates for use by other project members).

Works closely with fiscal division to provide necessary detailed financial data to support the forecasting and tracking of capitalization and amortization; participates in all financial status meetings for the program.

Provides support for invoice processing.

Manages process for all required updates to internal financial management tracking tools.

Acts as central point of communication for core team members, management, business partners and other stakeholders on program, organization and platform issues.

Exercises discretion in managing correspondence, information, and escalating issues where appropriate.

Leads and monitors all scheduling activities for the division/department

Archives completed projects as required.

Prepares various project documents, as requested.

Assists in the review and editing of contracts and agreements.

Attends industry-related meetings, as required.

Coordinates the day-to-day activities at the direction of the Manager.

Assists in outlining priorities and organizing workload to meet project demands.

Assists in arranging the training of project staff.

Responsible for taking minutes for main project meetings as specified by the Manager.

Creates Power Point presentations for executive meetings; generates data from committee meeting minutes, database dashboards. Work with management team to determine content of presentations.

Acts as Department coordinator with residents and property owners on project issues.

Research and drafts items to be brought before Board of County Commissioners.

Organizes and coordinates special reports for the Director, Deputy Director and Division Managers, County Administrator and Board of County Commissioners.

Analyzes effectiveness of organization, cost control, interaction with other agencies and general public on special studies.

Handles all routine administrative functions

Receives complaints from the general public of various natures, investigates, proposes solutions and makes a recommendation for implementation.

Performs other related duties as assigned, including participation in emergency or disaster response activities, as required and consistent with the employee’s qualifications, essential job functions, and applicable federal and Florida law.

Minimum Qualifications

Associate degree in business management or related field.

Minimum of five (5) years' experience in an executive administrative role requiring strong administrative, organizational and time management skills.

Valid driver's license required with valid Florida driver's license required within 30 days of hire.

Equivalent combinations of education, training, and experience may be considered in meeting the minimum qualifications for this position.

Knowledge, Skills, And Abilities

Forward-thinker with ability and desire to use cutting-edge technology.

Proven experience in documentation development.

Excellent knowledge of basic computer applications, systems requirements and databases.

Ability to work and multitask well under pressure.

Excellent written and verbal communication skills.

Possess strong organizational and prioritization skills.

Ability to work independently and as part of a team.

Ability to maintain accurate record keeping.

Communicate specific project details with various audiences.

Effectively communicate and demonstrate a positive attitude.

Ability to build and maintain positive, professional relationships, with ability to positively influence internal customers.

Thorough knowledge of the principles and practices of assigned area, which includes accounting, and administration related fields.

Knowledge of policies and procedures of County government.

Knowledge of budget development administration. Previous experience in financial reporting and budgeting desired.

Knowledge of County government and departmental operations.

Ability to establish and maintain effective relationships with employees, County officials, and the general public.

Ability to coordinate and manage various projects in an efficient and effective manner under constant pressure and strict deadlines.

Veterans Preference

In accordance with Florida Statute 295.07, F.S., Chapter 55A-7, priority consideration in