Strategic Operations Coordinator

Appone; Norfolk (VA); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

401K

Health Benefits

Wellness Program

Life Insurance

Skill growth opportunities

Short Term Disability

Ability to Advance

Energetic problem solvers

Job summary

Instant Systems seeks an organized Assistant to the Operations Leader to manage a portfolio of operations projects, including schedules, budgets and change control. You will coordinate internal teams, vendors, and audits, and drive Lean improvements across production, engineering, quality, supply chain, and finance.

The role offers growth toward a Project Manager or Operations Manager position, with emphasis on risk management, reporting, and continuous improvement within a regulated

Qualifications

• Bachelor's degree in Business Administration, Operations or related field.
• 3–5 years of combined experience in project coordination or project management.
• Experience in a manufacturing, medical device, pharmaceutical, biotech or other regulated environment.
• Hands‑on experience building project schedules, tracking action items and budgets, and reporting status to leadership.
• Working knowledge of project management methods (scope, schedule, cost, risk, stakeholder management).
• Advanced skills in Microsoft 365: Outlook, Word, Excel, PowerPoint and Teams/SharePoint.
• Experience with at least one PM tool (MS Project, Smartsheet, Planner, Asana, Monday.com).
• Excellent written and verbal communication; strong organization and attention to detail.

Responsibilities

• Manage the Operations Leader's project portfolio with owners, scope, budget and milestones.
• Build charters, WBS and schedules with owners.
• Lead project kick-offs and meetings; publish agendas and actions.
• Track milestones and critical paths; flag risks and propose recovery.
• Maintain RAID logs and elevate risks with recommended responses.
• Monitor CapEx budgets and prepare capital requests.
• Prepare weekly status reports and monthly portfolio dashboards.
• Coordinate resources: internal teams, vendors and consultants.
• Close projects with lessons learned and proper handoff.
• Ensure change control and validation deliverables where applicable.
• Keep documents updated and audit-ready per ISO/FDA standards.

Skills

Project coordination

Schedule management

Budget tracking

MS Project

Smartsheet

PMBOK knowledge

Lean mindset

Communication

Education

Bachelor's degree in Business Administration, Operations or Supply Chain Management, Engineering or Project Management

Tools

MS Project

Smartsheet

Planner

Asana

Monday.com

Job description

Instant Systems seeks an organized Assistant to the Operations Leader to manage a portfolio of operations projects, including schedules, budgets and change control. You will coordinate internal teams, vendors, and audits, and drive Lean improvements across production, engineering, quality, supply chain, and finance.

The role offers growth toward a Project Manager or Operations Manager position, with emphasis on risk management, reporting, and continuous improvement within a regulated