Project Coordinator - Performance Group

POSITION SPECIFICATION

Position: Project Coordinator

Department: Performance Group

Reporting Relationship: Vice-President, PG

COMPANY BACKGROUND

KFI Engineers is a recognized industry leader in facility infrastructure design and performance. Since 1996, our culture of collaboration and unique capabilities have allowed us to make a difference in the way infrastructure and processing projects are delivered.

Headquartered in St. Paul, MN, with numerous regional offices throughout the United States, and a team of hundreds of professionals, we offer opportunities to continue your career with mentorship programs, career growth support, and continued education. With KFI, we find a way to provide creative solutions to unique projects while providing the same care we would expect if we were the client. For more information about KFI Engineers and our culture, please visit www.kfi-eng.com.

POSITION OVERVIEW & RESPONSIBILITIES

The Project Coordinator plays a key support role in ensuring that projects are completed in a timely manner, in accordance with customer expectations and KFI standards.  This individual will provide a strong customer focus (both internal and external). 

The Project Coordinator is responsible for a high level of customer satisfaction by ensuring expectations are clearly communicated and managed.  This role will contribute to a dynamic team environment by being proactive, communicating clearly and frequently, and modeling a highly collaborative working style. The successful candidate will also have a strong service orientation, gaining enormous personal satisfaction from assisting colleagues in doing great work for KFI.  

Specific responsibilities will include, but not be limited to, the following:

• Assists in preparing project specifications, production and Quality Control of technical reports, compiling RFIs and Submittals.
• Composes letters, reports, and general correspondence for department.
• Schedules meetings and coordinates events (Group meetings, interviews, customer meetings, off-site events, etc.). 
• Coordinates and manages department staffing meeting agendas and action items.
• Effectively communicate with team members in multiple offices while focusing on prioritization of support requests.
• Assists in the entering of opportunities, preparation of proposals and interviews and tracks proposals.
• Assist with database updates and record keeping of both internal and external activities to support marketing meetings and campaigns.
• Assists project teams with project setup through such activities as the preparation of work plans, project archiving and filing.
• Performs End of Month Timesheet, PM reports and Pre-bill checks.
• Assist with new staff onboarding, including adding to email groups, Teams channel, meeting agendas, etc.)
• Assists with travel schedule management and booking travel reservations (airlines, hotels, etc.).
• Assists in data collection from technical documents and entry into various software databases.
• Manages individual logins for internal and external software and databases.
• Manages and tracks KFI staff clearances and licenses.
• Assists staff in materials ordering and management, including entering and tracking POs and material deliveries.
• Assists staff in managing tool inventory, including ordering, tracking and calibrations.
• Prepares UPS packages, overnight mail, and courier service when needed.
• Represents the interests of the Performance Group at internal meetings and activities.
• Other duties, as requested, to support the department.
• Provides coverage for receptionist duties and other departments as required.

QUALIFICATIONS

Required

• Bachelor's degree, or the equivalent in diversified project coordination or administrative experience.
• Minimum of 1-3 years’ professional experience, preferably in a PMO or office setting. 
• Capacity to manage multiple projects simultaneously.
• Experience maintaining accurate documentation and executing job tasks from start to finish.
• Proficiency with MS Office, including Excel, PowerPoint, Word, etc. 
• Ability to enable effective interaction with colleagues of varied backgrounds (Technicians, Engineers, Project Managers, and other Project Coordinators).
• Strong interpersonal, collabor