Operations Coordinator

The Project Operations Specialist is responsible for coordinating projects, schedules, vendors, administrative activities, reporting, and day-to-day operational requirements. This is a hands-on position for a highly organized, proactive individual who enjoys keeping projects moving, managing details, following up on outstanding items, and making sure nothing falls through the cracks.

The ideal candidate is a natural go-getter who takes ownership, works well independently, and is comfortable managing multiple priorities, deadlines, schedules, vendors, and administrative responsibilities at the same time.

This position requires exceptional attention to detail, strong organizational skills, advanced Microsoft Excel and Microsoft Office capabilities, and the ability to communicate and coordinate effectively with internal teams, vendors, and stakeholders.

Key Responsibilities

Project Coordination

• Coordinate multiple projects and operational initiatives from start through completion.
• Maintain project schedules, timelines, milestones, deliverables, and action items.
• Follow up with internal teams, vendors, and stakeholders to ensure deadlines are met.
• Track project progress and communicate outstanding items or potential delays.
• Coordinate meetings, schedules, agendas, action items, and follow-ups.
• Maintain accurate project documentation and status information.
• Assist with identifying project issues, risks, and scheduling conflicts.
• Keep projects organized and moving forward on schedule.
• Manage multiple priorities and deadlines simultaneously.

Operations & Administration

• Provide day-to-day administrative and operational support for projects and business activities.
• Maintain accurate records, spreadsheets, databases, reports, schedules, and documentation.
• Coordinate calendars, meetings, communications, deadlines, and follow-up activities.
• Prepare reports, presentations, spreadsheets, and other business documents.
• Track outstanding requests, approvals, deliverables, and action items.
• Ensure information is complete, accurate, and up to date.
• Develop and maintain organized systems for tracking projects, vendors, schedules, and deadlines.
• Take ownership of administrative details and ensure tasks are completed without constant supervision.

Vendor Coordination

• Coordinate with vendors regarding schedules, deliverables, requirements, and deadlines.
• Maintain vendor information, documentation, and performance records.
• Track vendor commitments and follow up on outstanding items.
• Monitor vendor performance against established KPIs and expectations.
• Communicate vendor issues or delays to appropriate internal stakeholders.
• Assist with maintaining positive and productive vendor relationships.

KPI & Reporting

• Track and maintain key performance indicators and operational metrics.
• Prepare KPI reports, scorecards, spreadsheets, and dashboards.
• Review data for accuracy and identify discrepancies or trends.
• Compile information from multiple sources into clear and accurate reports.
• Provide management with timely updates regarding project and operational performance.