Project Coordinator

Job description

Position Summary:
The Project Coordinator supports the successful execution of Project Systems Survey Recovery and Execution (SSRE) by coordinating project activities, maintaining project records, managing action logs, supporting engineering and survey workflows, and providing accurate project-status reporting. This role serves as a central coordination point between project leadership, engineering, survey teams, document control, subject matter experts, and project stakeholders.

Success Definition:
Every action has an owner, every deliverable has a status, every blocker has visibility, and project work progresses efficiently toward completion and regulatory readiness.

Key Responsibilities:
Project Coordination

• Coordinate day-to-day SSRE project activities across active campaigns.
• Facilitate daily stand-up meetings and document action items, risks, blockers, and decisions.
• Track progress against schedules, milestones, deliverables, and management expectations.
• Identify schedule conflicts, workflow bottlenecks, and resource constraints requiring escalation.

Action & Workflow Management

• Maintain project action logs and status tracking systems.
• Verify action ownership, due dates, current status, and closure evidence.
• Follow up with responsible parties on overdue, pending, or blocked items.
• Ensure required documentation is complete before items are closed.

Engineering Coordination

• Coordinate review packages between engineering, drafting, SMEs, project leadership, and stakeholders.
• Track drawing revisions, redline packages, document updates, and engineering deliverables.
• Monitor workflow progression from review through verification and final release.
• Ensure approved changes are routed, reviewed, incorporated, and traceable according to project procedures.

Document Control & Data

• Support document-control processes and maintain SSRE records within SharePoint and approved systems of record.
• Verify revision information, drawing references, supporting evidence, approval records, and required attachments.
• Assist with data validation and quality checks for project logs, forms, and discrepancy records.
• Maintain compliance with project governance, traceability, and document retention expectations.

Reporting & Analytics

• Prepare daily, weekly, and monthly status inputs for project leadership and executive review.
• Track project metrics, completion rates, action-item performance, workflow status, and open blockers.
• Support Power BI dashboard updates and management reporting initiatives.
• Develop clear summaries that communicate progress, risks, decisions, and next steps.

Administrative Support

• Maintain project lists, logs, forms, meeting notes, agendas, and decision records.
• Coordinate access requests, collaboration spaces, SharePoint permissions, and project communication channels.
• Assist with meeting scheduling, follow-up communications, and stakeholder coordination.
• Support process improvements that increase project visibility, data quality, and execution discipline.

Required Qualifications:

• Associate's or Bachelor's degree in Project Management, Business Administration, Engineering Technology, Construction Management, or a related field; equivalent field experience in a project lead or coordination role may be considered.
• Minimum 2-5 years of project coordination, project controls, construction, engineering, or technical administration experience.
• Experience maintaining action logs, project schedules, deliverable trackers, and controlled project documentation.
• Advanced organization, follow-through, prioritization, and problem-solving skills.
• Clear written and verbal communication skills with the ability to coordinate across technical and non-technical stakeholders.
• Must provide a personal computer compatible with Microsoft 365 applications and stable, reliable internet service suitable for remote project coordination.
• Ability to manage multiple priorities in a fast-paced project environment.

Preferred Qualifications:

• Experience supporting offshore, marine, energy, industrial, engineering, construction, or infrastructure projects.
• Working knowledge of Microsoft 365 tools including SharePoint, Teams, Excel, Power Automate, Power BI, and Microsoft Project.
• Familiarity with document-control processes, engineering change management, redlines, drawing revisions, inspections, discrepancy logs, and as-built documentation.
• Experience supporting executive status reports, dashboards, schedule reviews, and project governance documentation.

Key Competencies:

• Project Coordination
• Schedule Management
• Action Item Tracking
• Document Control
• SharePoint Administration
• Data Quality Management
• Technical Communication
• Executive Reporting
• Risk Identification
• Process Improvement
• Team Collaboration
• Problem Resolution

Performance Measures:

• Percentage of action items maintained with accurate ownership, status, due date, and closure evidence.
• Timeliness of follow-up, escalation, and communication on blocked or overdue work.
• Accuracy and usefulness of project reports, trackers, and dashboard inputs.
• Schedule adherence and effective milestone tracking.
• Quality, completeness, and traceability of project records.
• Reduction of unresolved workflow bottlenecks through proactive coordination.
• Stakeholder satisfaction with communication, responsiveness, and project visibility.
• Compliance with SSRE governance, document-control, and reporting expectations.

Working Style Expectations:

• Operate with urgency, accuracy, and ownership.
• Keep project leadership informed before issues become project delays.
• Maintain clean, reliable project records that can support executive review and audit readiness.
• Communicate directly, professionally, and consistently with internal and external stakeholders.
• Use data and documented evidence to support status updates, closeout decisions, and escalations.
• Begin work at 7:00 AM daily, Monday through Friday, and maintain availability for scheduled 10-hour workdays.
• Respond to project communications within 5 minutes during working hours and participate in extended camera-on meetings and collaboration sessions when required for project coordination.