Administrative Project Coordinator

Administrative Project CoordinatorThis classification is responsible for high level administrative work involving coordinating staff activities for the division, including the preparation, reporting and analysis of assigned business projects under the supervision of the division manager overseeing project management activities, and ensuring project control procedures and policies within a program of related projects are executed.The Administrative Project Coordinator also performs advanced, multifaceted administrative and operational support duties for the county transit department. This role serves as the central operational hub, ensuring seamless coordination of daily administration, strict compliance with regulatory grant audits, and professional delivery of customer service programs. The position requires strong organizational skills to manage board agenda workflows and cross-departmental records, serve as the administrative liaison, assisting employees with work-related guidance, providing necessary documents, communicating deadlines for employees regarding mandatory training, insurance coverage, and additional items, as well as additional duties as assigned.Takes the lead in administrative functions of project-related assignments including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout.Reviews and manages varied documents including requests for proposals, purchase orders, contractor forms and close-out documents.Field requests from federal, state and local agencies, and/or the public with regard to project issues, resolving issues or routing the callers to applicable group/personnel.Assists the department leadership with prioritizing, organizing and managing issues for resolution, internal and external communications and documenting status of projects.Assists leaders with original contract negotiations and updating contract order changes.Leads and monitors all scheduling activities and project repositories of documents.Prepares documents for various recurring meetings including minutes, plans, etc.Develops presentation documentation as required for projects and consolidate program status reports.Manages relationships and all activities with all required partners related to program one-time and on-going financials (prepare division/department budget, assist with forecasts and report actuals).Utilizes project management software for development and distribution of comprehensive set of monthly, weekly and ad hoc project financial reporting to a variety of program stakeholders (including templates for use by other project members).Works closely with fiscal division to provide necessary detailed financial data to support the forecasting and tracking of capitalization and amortization; participates in all financial status meetings for the program.Provides support for invoice processing.Manages process for all required updates to internal financial management tracking tools.Acts as central point of communication for core team members, management, business partners and other stakeholders on program, organization and platform issues.Exercises discretion in managing correspondence, information, and escalating issues where appropriate.Leads and monitors all scheduling activities for the division/departmentArchives completed projects as required.Prepares various project documents, as requested.Assists in the review and editing of contracts and agreements.Attends industry-related meetings, as required.Coordinates the day-to-day activities at the direction of the Manager.Assists in outlining priorities and organizing workload to meet project demands.Assists in arranging the training of project staff.Responsible for taking minutes for main project meetings as specified by the Manager.Creates Power Point presentations for executive meetings; generates data from committee meeting minutes, database dashboards. Work with management team to determine content of presentations.Acts as Department coordinator with residents and property owners on project issues.Research and drafts items to be brought before Board of County Commissioners.Organizes and coordinates special reports for the Director, Deputy Director and Division Managers, County Administrator and Board of County Commissioners.Analyzes effectiveness of organization, cost control, interaction with other agencies and general public on special studies.Handles all routine administrative functionsReceives complaints from the general public of various natures, investigates, proposes solutions and makes a recommendation for implementation.Performs other related duties as assigned, including participation in emergency or disaster response activities, as required and consistent with the employee's qualifications, essential job functions, and applicable federal and Florida law.Minimum QualificationsAssociate degree in business management or related field.Minimum of five (5) years' experience in an executive administrative role requiring strong administrative, organizational and time management skills.Valid driver's license required with valid Florida driver's license required within 30 days of hire.Equivalent combinations of education, training, and experience may be considered in meeting the minimum qualifications for this position.MoreForward-thinker with ability and desire to use cutting-edge technology.Proven experience in documentation development.Excellent knowledge of basic computer applications, systems requirements and databases.Ability to work and multitask well under pressure.Excellent written and verbal communication skills.Possess strong organizational and prioritization skills.Ability to work independently and as part of a team.Ability to maintain accurate record keeping.Communicate specific project details with various audiences.Effectively communicate and demonstrate a positive attitude.Ability to build and maintain positive, professional relationships, with ability to positively influence internal customers.Thorough knowledge of the principles and practices of assigned area, which includes accounting, and administration related fields.Knowledge of policies and procedures of County government.Knowledge of budget development administration. Previous experience in financial reporting and budgeting desired.Knowledge of County government and departmental operations.Ability to establish and maintain effective relationships with employees, County officials, and the general public.Ability to coordinate and manage various projects in an efficient and effective manner under constant pressure and strict deadlines.