Communications Coordinator

Job: Communications Coordinator Location: Must be currently commutable to Newark, DE. Hybrid role, 3 days per week onsite. Hours Per Week: 40 Project Start: Mid-July Urgent Project Duration: 12/31/2027 Responsibilities Serve as the exclusive point of contact for all incoming meeting requests from vendors, clients, and internal stakeholders Validate agenda, attendee list, and objective for existing slate of meetings Review and process meeting requests using the PMO Meeting Request Form Collaborate with requestors to ensure each request includes a complete agenda, appropriate attendee list, clear objective, and required lead time Coordinate with the PMO Facilitator to confirm availability, validate audience composition, and obtain formal meeting approval Issue all project‑related calendar invitations with finalized agendas, connection details, and pre‑read materials Maintain the PMO Meeting Request Tracker and publish weekly meeting calendar to cross‑functional teams and stakeholders Activate and manage meeting recordings at the start of each formal meeting Track meeting attendance and manage any unregistered or unauthorized participants Maintain a real‑time action item log during each meeting, capturing owner, commitment, and due date for every action Flag agenda deviations or scope‑creep discussions to the PMO Facilitator in real time Manage meeting logistics including room bookings, technology setup, and participant access for virtual platforms Draft comprehensive meeting minutes within 24 hours of meeting conclusion using the PMO‑approved Minutes Template Capture decisions, action items, issues, risks, and next steps accurately and completely Submit draft minutes to the PMO Facilitator for review and incorporate all reviewer feedback Distribute final, approved minutes to all meeting attendees and the project distribution list within 24 hours of Facilitator approval Maintain version control for all meeting minute documents Produce and distribute the monthly PMO Meeting Summary Report to the OCM Lead Archive all meeting recordings to the designated project repository folder within 24 hours of meeting conclusion Archive all final meeting minutes to the repository within 24 hours of distribution, circulating links to the archived content with meeting minutes Apply the PMO‑standard file naming convention to all archived documents Maintain the Project Meeting Log with current status for all meetings Ensure repository folder structure remains organized and access permissions are current Conduct quarterly audits of archived materials to confirm completeness and correct categorization Communicate the meeting request procedure to all new vendors, clients, and project team members at project onboarding Diplomatically enforce meeting control policies with non‑compliant vendors or clients, and redirect unauthorized scheduling attempts to the proper request process Escalate repeat non‑compliance to the OCM Lead with supporting documentation Serve as first point of contact for meeting‑related questions, conflicts, and rescheduling needs Qualifications Required: Bachelor's degree in Business Administration, Communications, Project Management, or a related field (or equivalent combination of education and directly related experience) 1–3 years of experience in a project coordination, administrative, or PMO support role Demonstrated experience managing meeting logistics and producing professional meeting documentation Experience working in environments with multiple external stakeholders such as vendors, clients, or partners Advanced proficiency in Microsoft 365 suite including Outlook, Word, Excel, Teams, and SharePoint Experience with video conferencing platforms such as Microsoft Teams, Zoom, or WebEx Proficiency with project management or collaboration tools such as SharePoint, Confluence, Jira, Smartsheet, or equivalent Ability to use transcription tools or AI‑assisted note‑taking software Familiarity with document management systems and repository organization Preferred Qualifications Project Management Professional (PMP) certification or Certified Associate in Project Management (CAPM) Experience in a regulated industry or government project environment Prior experience as a project coordinator, executive assistant, or operations analyst supporting a PMO Experience with contract management or vendor oversight processes #J-18808-Ljbffr