Project Support Coordinator

Insight Global; Tampa (FL); On-site; USD 52,000 - 68,000; Full time

Job summary

Insight Global is seeking a highly organized Project Support Coordinator to manage event planning and operations across six offices in Florida. This 1-year contract role requires strong timeline management and the ability to create standardized SOPs for events and everyday operations.

The ideal candidate will have proven experience in event planning or administrative roles, excellent proficiency with Oracle, Excel, PowerPoint and Outlook, and a proactive, self-starting approach to process

Qualifications

• Proven experience in event planning, operations management, or administrative roles (7 years minimum)
• Strong organizational and timeline management skills
• Ability to create, streamline and implement SOPs
• Proficiency in Oracle, Excel, PowerPoint, and Outlook

Responsibilities

• Organize and coordinate events and operations across six offices with internal customers
• Plan, execute, and monitor events ensuring timelines and budgets are met
• Create standardized operating procedures for events and operations
• Process invoices through Oracle with site director approvals
• Coordinate vendor visits and logistics for meetings and events
• Distribute and coordinate communications for events and operations
• Manage distribution of event tickets and merchandise to reward employees

Skills

Event planning

Operations management

Administrative experience

Tools

Oracle

Excel

PowerPoint

Outlook

Job description

Duration: 1 year contract with possible extension

Must have - Qualifications:

• Proven experience in event planning, operations management, or administrative roles (7 years minimum)
• Strong organizational and timeline management skills
• Ability to create, streamline and implement SOPs
• Proficiency in Oracle, Excel, PowerPoint, and Outlook

Tools and Technologies needed:

• Oracle: Invoice input and processing
• Excel: Data management and analysis
• PowerPoint: Presentation creation and management
• Outlook: Email and calendar management

Day-to-Day Functions:

We are seeking a highly organized and self-motivated Project Support Coordinator to manage and streamline event planning and execution across six different offices. This role requires exceptional organizational skills, the ability to manage timelines, and the creation of standardized operating procedures (SOPs) for all events and operations. The ideal candidate will be a self-starter who can take ownership of processes and procedures, ensuring efficient planning and execution.

Key Responsibilities:

• Organizational Skills: Prioritize and manage multiple tasks efficiently, ensuring all events and operations are well-coordinated and executed
• Timeline Management: Plan, execute, and oversee events, including payment processing and delivery, ensuring all deadlines are met.
• Multi-Office Coordination: Streamline planning and execution processes across six offices with internal customers, creating solutions that are not tailored to each site lead but are efficient and standardized
• Event Planning: Act as the boots on the ground for planning community events (e.g., MLK Day) and employee appreciation events. Coordinate with the event team to price out venues and manage logistics (e.g., holiday parties).
• Meeting Scheduling: Schedule meetings with various stakeholders, including executives and external parties (e.g., economic development council meetings).
• Invoice Processing: Execute invoicing for site director approval, ensuring all invoices are processed through Oracle with checks and balances from site directors
• Facilities Management: Coordinate and set up for vendor/executive visits, ensuring all logistics are handled
• Communications: Distribute and coordinate communications for events and operations.
• Ticket and Merchandise Distribution: Manage the distribution of event tickets and merchandise (e.g., baseball games, concerts, 102nd birthday polo shirts) to reward employees.