Project Coordinator: RFPs, Budgets & Dashboards

Westwood-Professional-Services; Baton Rouge (LA); On-site; USD 52,000 - 76,000; Full time

Job summary

Westwood Professional Services, Inc. is seeking a Project Coordinator to support project managers by maintaining documentation and assisting with administrative tasks across multiple projects.

The role involves coordinating RFPs, onboarding, budget tracking, invoices, reporting, and ensuring compliance with filing standards. Strong communication, organization, and MS Office proficiency are essential.

Qualifications

• High school diploma or equivalent.
• 3+ years of administrative, project coordination, program administration, or related office experience.
• Strong knowledge of office management, document control, and project coordination procedures.
• Excellent verbal and written communication skills, including professional correspondence and proofreading.
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Strong problem-solving skills
• Excellent time management skills with a proven ability to meet deadlines
• Proficient with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, or related software.
• Ability to coordinate multiple concurrent projects, deadlines deliverables, and stakeholders.
• Ability to learn and work effectively in multiple projects, contract, document management, and reporting systems.

Responsibilities

• Supports project managers and coordinates RFP/RFQ development and issuance, including document preparation, distribution, tracking, bid/proposal logs, and supporting evaluation documentation.
• Coordinates subconsultant and vendor onboarding, including required forms, contract documentation, certificates of insurance, purchase orders, and internal setup requirements.
• Supports administrative coordination of utility and due diligence activities by maintaining contact lists, schedules, requests, deliverable trackers, meeting documentation, and follow-up items.
• Maintains project and program trackers for schedules, deliverables, action items, budgets, invoices, procurement activities, and consultant assignments across multiple concurrent projects.
• Assists with preparation, formatting, proofreading, and organization of proposals, qualifications packages, presentations, project sheets, and marketing materials.
• Prepares routine project correspondence, transmittals, meeting notes, status updates, and other administrative communications.
• Reviews project files and submittal packages for administrative completeness, consistency, required documentation, and compliance with established filing and naming procedures.
• Facilitates monthly invoice generation and preparation of supporting documents.
• Assists project teams with monthly pay application processes.
• Ensures certificates of insurance are on file and current for applicable contracts.
• Monitors electronic file systems to ensure they are maintained as required for the project.
• Monitors and leads Ironclad workflows and processes for the Program Management Division.
• Supports contract administration process management.
• Supports Master Services Agreement (MSA) amendments.
• Supports process improvement, issue resolution, and education on Ironclad workflows.
• Maintains data integrity across applicable project and program systems.
• Serves as a primary point of contact for Ironclad-related needs for the Program Management Division.
• Processes and reviews purchase order requisitions for completeness, contract compliance, and conformity to policies and procedures.
• Coordinates and documents the closeout package compilation process.
• Provides weekly progress updates to program director.
• Maintains project and program information across applicable applications and systems.
• Creates and maintains internal systems, templates, checklists, and trackers for program/project management.
• Helps establish scalable processes and workflow improvements.
• Maintains Power BI databases and related reporting information.
• Assists project managers with administrative coordination of business licenses and permits as needed.
• Supports change order tracking and coordination.
• Tracks contract bids, RFP/RFQ responses, and proposal activities.
• Supports end-of-week client reporting and monthly client check-ins.
• Supports administrative review and maintenance of pricing models.
• Assists with new project setup and required administrative documentation.
• Performs other duties as assigned.

Skills

Administrative support

Project coordination

Customer service

Document control

MS Office

Communication

Time management

Education

High school diploma or equivalent

Bachelor's degree in business administration (preferred)

Tools

Power BI

Deltek Vantagepoint

Job description

Westwood Professional Services, Inc. is seeking a Project Coordinator to support project managers by maintaining documentation and assisting with administrative tasks across multiple projects.

The role involves coordinating RFPs, onboarding, budget tracking, invoices, reporting, and ensuring compliance with filing standards. Strong communication, organization, and MS Office proficiency are essential.