Overview
Project coordinator Jobs in Irvine, CA at Mindlance
Title: Project coordinator
Company: Mindlance
Location: Irvine, CA
Job Title: Project Coordinator III
Location: Irvine, CA
Duration: 06 months with possible extension
Job Description:
Project Analyst will manage and support operational and portfolio/project activities related to BTS Department. They are responsible for working with internal and external colleagues to support project and financial needs for the Aesthetics portfolio, as well as day-to-day department needs. The Project Analyst will also support cross-functional activities.
Job Responsibilities
Project Support (70%)
• Monitor the health, completeness, and accuracy of project records across the portfolio.
• Review project schedules and milestone dates to help track whether timelines are being met and follow up with project leads when updates are needed.
• Follow up with leads and stakeholders to ensure project status reports, risks, issues, action items, and financial information are updated in a timely and accurate manner.
• Provide administrative and operational support for project and portfolio tracking, reporting, documentation, financial management follow-up, and stakeholder communications.
• Support project financials and resourcing activities, as needed, from a tracking, operational, and reporting perspective.
• Maintain integrity and quality of portfolio data, reporting files, trackers, and supporting documentation.
• Create and update reports from various datasets while helping maintain consistency and accuracy of information.
• Support cross-functional areas from a project portfolio perspective by coordinating information, tracking updates, and helping maintain visibility across initiatives.
• Assist with updating, organizing, and maintaining SharePoint sites, shared folders, and portfolio files.
• Assist with updating presentations, PowerPoint materials, status update decks, and job aides.
• Coordinate with team members to gather information in support of presentations, dashboards, portfolio reviews, and project status updates.
• Prepare or support agendas, notes, summaries, and follow-up items for portfolio and team meetings.
• Contribute to communication materials and employee meeting content, as needed.
• Assemble and coordinate with team members needed to support meeting preparation, logistics, and follow-up while keeping costs at a minimum.
• Other duties as assigned.
Department Support (20%)
• Support department and portfolio needs through the creation, updating, and formatting of PowerPoint presentations, status update decks, spreadsheets, tracking logs, and related materials.
• Maintain department and portfolio tracking tools to support visibility to project status, financial updates, action items, milestones, and reporting needs.
• Coordinate with team members and cross-functional partners to gather, organize, and consolidate information for presentations, portfolio updates, reports, and leadership materials.
• Assist with preparation of recurring and ad hoc reports, spreadsheets, and documentation used to support portfolio oversight and department operations.
• Manage administrative tasks such as uploading documents to SharePoint, organizing files, updating contact lists and org charts, and maintaining shared team resources.
• Develop and maintain event calendars and updates on AA communication channels, including SharePoint and Teams.
• Serve as a point of contact for coordination across internal departments and support effective communication with cross-functional stakeholders.
• Provide financial and purchasing support as needed, including event-related purchase orders, meeting cards, invoice follow-up, and related documentation.
• Provide support to a large, diverse team geographically distributed across the globe.
• Other duties as assigned.
Meeting and Event Support (10%)
• Coordination of meetings and events. Connect with presenters, put together slides (PPTX) and/or coordinate with BTS Communications team to align to brand style/guidelines, schedule meetings, purchase any meeting/event specific supplies, coordinate catering/food requests, book rooms, secure support from on-site A/V teams, capture minutes and follow-up action items.
• Provide additional on-site support at meetings as requested by business owner or meeting planning manager/team.
• Support for broader BTS meetings and culture events. Coordinate with BTS Communications Team and other Department Administrators and Coordinators as needed.
• Other duties as assigned.
Qualifications
• High School Diploma required; bachelor’s degree preferred in Business Administration, Communications
• Experience with Microsoft Office Suite including Word, PowerPoint, and Excel.
• Knowledge of SharePoint is a plus.
• Knowledge of SAP to process purchase orders (P.O.) and/or invoices preferred.
• Strong planning and organizational skills
• Experience with working effectively in matrix environments.
• Ability to manage competing and shifting priorities and requests.
• Good communication skills, written and verbal.
• Shows high level of initiative and ability to work independently.
• Ability to deliver results in a fast-paced environment.
• Ability to work independently, hybrid working environment.
• Must be able to provide effective customer service.
• English fluency both verbal and written.
• Ability to handle confidential information.
EEO:
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”
