Program Coordinator - PMO & Events, Travel-Ready

Liberty Alliance Inc; Tampa (FL); Vor Ort; USD 52.000 - 76.000; Vollzeit

Zusammenfassung

Liberty Alliance in Tampa, FL is seeking an experienced Program Coordinator to support Program Managers, leadership, and cross-functional teams in planning, coordination, execution, and closeout of company programs, projects, events, and customer engagements.

This role maintains organization across concurrent efforts, coordinates meetings and travel, tracks action items and deliverables, supports reporting, and ensures documentation is completed on time in a fast-paced environment.

Qualifikationen

• 2+ years in program coordination or related field.
• Proficiency with MS Office and collaboration tools.
• Ability to travel up to 30%.

Aufgaben

• Support Program Managers with day-to-day execution of multiple projects and programs.
• Track action items, deadlines, milestones, deliverables, risks, approvals, and follow-up requirements.
• Maintain project schedules, trackers, dashboards, status reports, and recurring program reports.
• Coordinate inputs from multiple departments and follow up on outstanding requirements.
• Maintain project documentation, shared repositories, contact lists, distribution lists, and program records.
• Support development and maintenance of SOPs, templates, lessons learned, and standardized program processes.
• Assist with project startup, execution, closeout, and onboarding documentation.
• Identify gaps, overdue actions, or coordination issues and elevate them to the appropriate Program Manager or leadership.
• Completes all other tasks and duties as needed to help drive Liberty Alliance’s Vision, fulfill our Mission, and abide by our organization’s values.
• Coordinate internal, customer, partner, and leadership meetings.
• Prepare agendas, read-aheads, briefing materials, attendance lists, and meeting packages.
• Capture detailed meeting minutes, decisions, tasking, action items, owners, and deadlines.
• Follow up with stakeholders to ensure assigned actions are completed.
• Prepare and format reports, presentations, executive summaries, correspondence, and other program materials.
• Support recurring PMO and leadership reporting requirements.
• Maintain accurate and current program records and ensure documentation is properly organized and accessible.
• Coordinate domestic travel for employees, contractors, leadership, and project personnel.
• Arrange flights, lodging, rental vehicles, itineraries, and travel summary documentation.
• Manage changes, cancellations, extensions, and other travel-related requirements.
• Communicate travel details and ensure travelers have the information required for successful execution.
• Maintain travel records, receipts, expense documentation, and reimbursement support.
• Coordinate lodging blocks and group travel requirements for larger events or projects.
• Support planning and execution of company events, demonstrations, exercises, conferences, customer visits, and other operational activities.
• Coordinate registration, RSVPs, participant rosters, check-in, badging, and attendee accountability.
• Support visitor coordination, facility access, arrival information, parking, meeting spaces, and onsite logistics.
• Coordinate venues, catering, transportation, lodging, vendors, signage, supplies, equipment, and event materials.
• Assist with event setup, pack-out, breakdown, and recovery as required.
• Maintain participant and organization information and support daily attendance or accountability reporting when needed.
• Assist with after-action reviews, lessons learned, event reports, and closeout documentation.
• Coordinate purchase requests, vendor quotes, order tracking, and supporting procurement documentation.
• Communicate with vendors regarding pricing, availability, delivery, and service requirements.
• Maintain receipts, invoices, approvals, and supporting records.
• Assist with expense reporting and program cost documentation.
• Support Program Managers and Finance with tracking project-related purchases, travel, and other direct costs.
• Serve as a coordination point between Program Managers, internal departments, customers, vendors, partners, and external stakeholders.
• Maintain professional and timely communication with government and commercial customers.
• Coordinate visits, meetings, follow-ups, information requests, and other stakeholder requirements.
• Ensure Program Managers and leadership remain informed of emerging issues, schedule changes, outstanding actions, and deadlines.
• Maintain discretion when handling proprietary, confidential, personnel, customer, or company-sensitive information.

Kenntnisse

Organization & time management

Communication skills

Attention to detail

Independent work

Cross-functional collaboration

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Jira

Confluence

Jobbeschreibung

Liberty Alliance in Tampa, FL is seeking an experienced Program Coordinator to support Program Managers, leadership, and cross-functional teams in planning, coordination, execution, and closeout of company programs, projects, events, and customer engagements.

This role maintains organization across concurrent efforts, coordinates meetings and travel, tracks action items and deliverables, supports reporting, and ensures documentation is completed on time in a fast-paced environment.