Project Coordinator

Westwood Professional Services, Inc.; Virginia, Northern (MN, KY); Hybrid; USD 55,000 - 65,000; Full time

Job summary

Westwood Professional Services, Inc. is seeking a Project Coordinator to support PM teams by tracking budgets and schedules, managing deliverables, and coordinating client and agency meetings.

You will help maintain data integrity and document management while assisting with proposals and invoicing processes. Requirements include collaboration across divisions, strong written communication, and a valid driver’s license with notary licensure.

Qualifications

• A high school diploma, GED, or bachelor’s degree preferred; equivalent professional experience will be considered.
• Prior experience in a professional services environment is advantageous.
• Excellent written communication skills are essential.
• Ability to manage multiple projects with minimal supervision.

Responsibilities

• Collaborate with corporate services, MLs, SLs, PMs to facilitate contract management, branded materials, and prequalification processes for project pursuits.
• Support production of proposals, ensuring alignment with directives from PMs/SLs/MLs and review for formatting, branding, and grammar.
• Provide comprehensive support during meetings and documentation processes with effective follow-up.
• Prepare reports to support project management and decision making as needed.
• Maintain precise data management in Deltek Vantagepoint for project setup, tracking, and reporting.
• Assist with licensure processes and ensuring compliance with state regulations.
• Develop and maintain detailed project schedules to ensure timely execution.
• Submit and monitor applications through reviewing agencies for compliance and approval.

Skills

Project coordination

Budget tracking

Schedule management

Client communication

Attention to detail

Notary license

Education

High school diploma or higher

Tools

Deltek Vantagepoint

Microsoft Office

Job description

Description

Westwood Professional Services, Inc. is seeking a Project Coordinator (PC) that plays a pivotal role in enhancing the effectiveness of our project management teams by providing comprehensive project coordination support. The PC aids project teams by meticulously tracking budgets and schedules, managing deliverables, organizing client and agency meetings, and other tasks as directed by the project teams. In addition, the PC supports best practices by ensuring data integrity and document management. At Westwood, we pride ourselves on our highly skilled and dynamic team, committed to delivering exceptional professional services to our clients.

Requirements

• Collaborate with corporate services, market leaders (ML), service leaders (SL), and project managers (PM) to facilitate contract management, branded materials, and prequalification processes for project pursuits.
• Partner with the division Administrative Coordinator to implement best practices and standardized procedures as it relates to project support.
• Support the production of proposals, ensuring alignment with directives from PMs, SLs, and MLs. Also conduct thorough reviews of proposals to ensure adherence to formatting standards, branding guidelines, consistency, and grammatical accuracy.
• Provide comprehensive support to PMs, SLs, and MLs during conference calls, meetings, and documentation processes, ensuring effective follow-up both internally and externally.
• Provide support to project management teams by preparing reports to support project management as needed.
• Attend client development meetings and public hearings as required to support the project and project manager.
• Supply necessary documentation for invoicing and collections to ensure timely financial processes.
• Maintain precise data management within the Deltek Vantagepoint database system, including project setup, tracking, and reporting functionalities.
• Assist professional staff in navigating licensure processes and ensuring compliance with state regulations.
• Develop and maintain detailed project schedules to facilitate timely project execution.
• Submit and monitor various applications through relevant reviewing agencies to ensure compliance and approval.
• Participate in entitlement and other meetings with reviewing agencies as required by the project manager.
• Proactively communicate project managers and clients of upcoming project requirements to ensure preparedness.
• Assist with the logistics of pickups and deliveries from agencies and clients to streamline operations.
• Delegate deadlines and daily tasks effectively among project processors to optimize workflow and productivity.
• Coordinate with off-site Office Administrator to fulfill in-person office tasks.

Skills and Qualifications:

• A high school diploma, GED, or bachelor’s degree is preferred; however, equivalent professional
• experience and training will be considered.
• Prior experience in a professional services environment or a related industry is advantageous.
• Exceptional written communication skills are essential.
• Proven ability to engage effectively with both internal and external clients.
• Demonstrated adaptability to dynamic work environments and capacity to perform well under pressure.
• Strong attention to detail coupled with excellent organizational abilities.
• Competence in independently managing multiple projects and assignments, with the ability to prioritize tasks and work with minimal supervision.
• In-depth knowledge of Land Development Processes and Procedures.
• Familiarity with the processes and procedures of governing agencies.
• Proficient in the Microsoft Office Suite.
• Ability to juggle multiple tasks while consistently meeting deadlines.
• A valid driver’s license and a clean driving record are required.
• Possession of a notary license is mandatory.

Note: This job description is not intended to be all-inclusive. The employee may be required to perform

other related duties as assigned to meet the ongoing needs of the organization.