Program Coordinator – Logistics & Event Support

Spectraforce; Seattle (WA); On-site; USD 60,000 - 90,000; Full time

Job summary

Spectraforce is seeking a Project Coordinator/Program Coordinator to support logistics and event coordination for learning, enablement, and engagement programs. This contract role covers admin tasks, room bookings, catering, calendar management and on-site/off-site logistics.

You will partner with Program Managers across Technology, People, Innovation and Learning. Requirements include 5–8 years in program coordination, strong Google Workspace and Zoom skills, and experience with data tracking

Qualifications

• 5-8 years of program/project coordination or administrative support experience.
• Proven ability to manage multiple concurrent priorities across different teams/programs.
• Strong organizational skills and attention to detail.
• Excellent written and oral communication skills.
• Strong working knowledge of Google Applications (Gmail, Google Drive, Calendar) and Zoom.

Responsibilities

• Logistics, Scheduling & Technical Production: manage calendars, room bookings, catering, and setup; host Zoom sessions and provide production support.
• SME, Content & Class Coordination: schedule sessions, coordinate content, and enrollments; flag conflicts and gaps.
• Data & Budget Tracking: maintain data entry and track contractor spend against budget.

Job description

Job Title: Project Coordinator / Program Coordinator – Logistics & Event Support

Duration: 6 - 12 months (with the possibility of potential extension)

Travel: Minimal (possibly up to 1–2 trips to SF or Seattle during the assignment duration)

Job Description:

We are seeking a detail-oriented and proactive Program Coordinator to support logistics and coordination across learning, enablement, and engagement programs. This contracted role provides hands-on administrative and logistics support — from room bookings to catering to calendar management — ensuring each program runs smoothly behind the scenes. This role partners closely with individual Program Managers across the client's Technology, People, Innovation and Learning team.

Program Coverage

This role supports coordination across multiple learning, enablement, and engagement programs simultaneously, with time allocation weighted toward programs with heavier operational needs at any given time (to be determined based on program calendars and priorities).

Key Responsibilities:

1. Logistics, Scheduling & Technical Production

• Manage calendars, meeting invites, and room/space bookings across programs, stakeholders, and SMEs; work with real estate partners on room setup/breakdown and signage.
• Coordinate food and catering for program events, meetings, and offsites.
• Set up and host Zoom meetings and virtual sessions (waiting rooms, breakout rooms, recording); provide technical production support for onboarding sessions.
• Serve as the point of contact for day-to-day logistics questions from stakeholders and vendors, and for new hire Slack channel management/support (cross-sharing offerings, delegating to a regional team member for APAC coverage as needed).
• Support ad hoc administrative needs as programs ramp up or down throughout the contract.

2. SME, Content & Class Coordination

• Review module cadence with SMEs: schedule calls, review content with the program lead, document notes/changes, and regularly review module resources.
• Determine which classes need to be scheduled; work with vendors to schedule sessions, tailor content, and set up in Learn++.
• Market classes to drive enrollment; manage cancellations and enrollment changes.
• Proactively flag scheduling conflicts or resourcing gaps across programs to the Program Owner.

3. Data & Budget Tracking

• Maintain data entry and tracking across programs.
• Track and reconcile contractor-related program spend against the established budget framework; flag variances or overages to the Program Owner in a timely manner.

Required Skills/Experience:

• 5-8 years of program/project coordination or administrative support experience.
• Proven ability to manage multiple concurrent priorities across different teams/programs.
• Strong organizational skills and attention to detail.
• Comfortable working independently with minimal oversight once processes are established.
• Excellent written and oral communication skills.
• Strong working knowledge of Google Applications (Gmail, Google Drive, Calendar) and Zoom.
• Experience working with data management, real estate or facilities is a plus.
• Thrives in a fast-paced, high-tech company environment with shifting priorities.