Project Coordinator/ Operations Analyst

Adroit Partners, LLC; Houston (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

A project management firm in Houston seeks a candidate to support the Historical Records Digitization Project. This role involves collaborating with different teams, conducting analyses, and ensuring project timelines are met. Candidates must have strong attention to detail, effective communication skills, and intermediate Excel proficiency. Leadership experience is a plus. The position offers opportunities for professional development and impactful contributions to project success.

Qualifications

• Requires five years of work experience requiring attention to detail.
• Preferred two years of leadership experience.
• Typically requires 3-5 years of cemetery records experience.

Responsibilities

• Travel to potential project locations for assessments.
• Gather data and summarize findings for project managers.
• Support coordination with various departments.

Skills

Effective communication

Problem-solving

Leadership

Attention to detail

Intermediate Excel skills

Education

High School Diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Microsoft Outlook

Job description

This position supports the Historical Records Digitization Project (HRDP) & Digital Operations Excellence (DOE) Team as a member of the HRDP Startup Team and will aide in assessing the readiness of new locations considered for the project.

The Startup Team is responsible for collaboration and analysis of cemeteries to determine readiness for the Records Project. They are also responsible for planning, coordinating and ensuring the requirements for startup are adhering to the project timeline. This role acts as a liaison between HRDP Project Managers (PMs), startup team and location staff.

Job Description

Research, analysis and lead support for new projects

• Travel to identified potential project locations
• Gather key data points and create a written summary of findings for HRDP PMs
• Conduct cemetery assessments with local cemetery associates in preparation for records project
• Track timelines and perform estimations to aide in coordinating the kick-off and close-out schedules based on analysis of location needs
• Support coordination with multiple departments and team members (IT, Property Development, PM, HMIS, Property Records Validation Specialist) to determine pre-work activities and timeline
• Coordinate logistics and activities of the startup team based off results of the startup plan analysis
• Support the startup team by assisting with office set up, records organization, supply orders and establishing/testing of reconciliation rules
• Work with PM, SRIS and location to support closeout activities and help transition project team to new location
• Maintain accountability for startup team/location pre-work responsibilities, including a location assessment of their property maps, identifying and escalating potential obstacles to PMs before they become roadblocks
• Assist the Managers in the interview process when hiring team members
• Actively participate in onboarding team members
• Assist with property descriptors and Inventory Change Requests to prepare for reconciliation
• Lead Change Management initiatives for location readiness

Analytical support for in-process projects

• Support execution and evaluation of HMIS data and image uploads, etc.
• Participate in Quality Analysis of both reconciliation and scanning at locations
• Contribute to and help implement process improvement activities for data analysis and upload
• Assists in developing dashboard for metrics
• Develop business insights based on analysis of results, and communicate key findings to various members of management to facilitate data-driven decision-making
• Prepares reports, performs analyses, and evaluates opportunities

Communication and Planning

Gathers appropriate resources to complete assigned projects on time and within budget

• Escalates obstacles/issues to meeting timelines and deliverables.
• Reports project status according to prescribed timelines for a given project
• Plans and communicates with Project Managers regularly to determine timeline and resources
• Develops polished presentations and confidently delivers the information to internal and external customers in a clear and concise fashion
• Serves as advocate for DOE Team and HRDP project and builds rapport between new location staff and project team
• Assists in identifying best practices through a review of processes
• Establishes and maintains relationships with various departments

Qualifications

Education

• High School Diploma or equivalent

Experience

• Five years of applicable work experience in an area requiring strong attention to detail such as auditing contracts, maintaining financial records
• Two years of leadership experience preferred
• Typically requires a minimum of 3-5 years of cemetery records experience

Knowledge, Skills & Abilities

• Ability to communicate effectively (written and oral) across all levels of management, end-users and peers; ability to identify and flex communication style particularly when establishing new relationships
• Maintains calm under pressure
• Strong problems solving skills
• Proven leadership skills, including but not limited to interpersonal, motivational and situational awareness skills
• Intermediate Excel skills (formulation creation, pivot tables and other intermediate functions)
• Demonstrated knowledge of process improvement & project management principles, methodologies and processes
• Ability to follow detailed processes and procedures and work with minimal supervision
• Self-motivated and driven to produce results within tight deadlines and with maximum quality within allowed time constraints
• Highly detail-oriented with a careful eye for quality control
• Ability to handle confidential and sensitive information with discretion
• Proficient in various software programs, including Word, Outlook and PowerPoint
• Knowledge in operational business processes and systems