Operations Coordinator

Confidential; Warrendale (Allegheny County); On-site; USD 55,000 - 75,000; Full time

Job summary

Confidential is seeking a Project Operations Specialist to coordinate projects, schedules, vendors, and admin activities. This hands-on role requires a highly organized, proactive individual who keeps projects moving and follows up on outstanding items to ensure nothing falls through the cracks.

The ideal candidate takes ownership, works well independently, and can manage multiple priorities, deadlines, schedules, vendors, and admin responsibilities concurrently.

Qualifications

• Highly organized and proactive candidate with strong attention to detail.
• Excellent organizational skills and ability to manage multiple priorities.
• Clear communication with internal teams, vendors, and stakeholders.
• Proactive problem solving and follow-up to ensure deadlines are met.
• Advanced skills in Excel and MS Office are essential.

Responsibilities

• Coordinate multiple projects and initiatives from start to finish.
• Maintain project schedules, milestones, deliverables, and action items.
• Follow up with teams, vendors and stakeholders to ensure deadlines are met.
• Track progress and communicate outstanding items or delays.
• Coordinate meetings, agendas, action items, and follow-ups.
• Maintain project documentation and status information.
• Identify issues, risks, and scheduling conflicts.
• Keep projects organized and moving forward on schedule.
• Manage multiple priorities and deadlines simultaneously.
• Provide day-to-day administrative support for projects and activities.
• Prepare reports, presentations, and other documents.
• Maintain records, spreadsheets, databases, and dashboards.
• Develop and maintain vendor and project tracking systems.
• Monitor vendor performance against KPIs and expectations.
• Communicate vendor issues or delays to stakeholders.

Skills

Attention to detail

Organizational skills

Communication

Proactivity

Vendor coordination

Multitasking

Tools

Microsoft Excel

Microsoft Office

Job description

The Project Operations Specialist is responsible for coordinating projects, schedules, vendors, administrative activities, reporting, and day-to-day operational requirements. This is a hands‑on position for a highly organized, proactive individual who enjoys keeping projects moving, managing details, following up on outstanding items, and making sure nothing falls through the cracks.

The ideal candidate is a natural go‑getter who takes ownership, works well independently, and is comfortable managing multiple priorities, deadlines, schedules, vendors, and administrative responsibilities at the same time.

This position requires exceptional attention to detail, strong organizational skills, advanced Microsoft Excel and Microsoft Office capabilities, and the ability to communicate and coordinate effectively with internal teams, vendors, and stakeholders.

Key Responsibilities

Project Coordination

• Coordinate multiple projects and operational initiatives from start through completion.
• Maintain project schedules, timelines, milestones, deliverables, and action items.
• Follow up with internal teams, vendors, and stakeholders to ensure deadlines are met.
• Track project progress and communicate outstanding items or potential delays.
• Coordinate meetings, schedules, agendas, action items, and follow-ups.
• Maintain accurate project documentation and status information.
• Assist with identifying project issues, risks, and scheduling conflicts.
• Keep projects organized and moving forward on schedule.
• Manage multiple priorities and deadlines simultaneously.

Operations & Administration

• Provide day-to-day administrative and operational support for projects and business activities.
• Maintain accurate records, spreadsheets, databases, reports, schedules, and documentation.
• Coordinate calendars, meetings, communications, deadlines, and follow-up activities.
• Prepare reports, presentations, spreadsheets, and other business documents.
• Track outstanding requests, approvals, deliverables, and action items.
• Ensure information is complete, accurate, and up to date.
• Develop and maintain organized systems for tracking projects, vendors, schedules, and deadlines.
• Take ownership of administrative details and ensure tasks are completed without constant supervision.
• Coordinate with vendors regarding schedules, deliverables, requirements, and deadlines.
• Maintain vendor information, documentation, and performance records.
• Track vendor commitments and follow up on outstanding items.
• Monitor vendor performance against established KPIs and expectations.
• Communicate vendor issues or delays to appropriate internal stakeholders.
• Assist with maintaining positive and productive vendor relationships.

KPI & Reporting

• Track and maintain key performance indicators and operational metrics.
• Prepare KPI reports, scorecards, spreadsheets, and dashboards.
• Review data for accuracy and identify discrepancies or trends.
• Compile information from multiple sources into clear and accurate reports.
• Provide management with timely updates regarding project and operational performance.