Program Coordinator

$78,000 - $80,000/Yr

Inter-Con Security Systems - Redmond, WA

Full-time - Mid Level

Redmond, WA

10,001+ employees

Administrative and Support Services

About the position

The Program Coordinator at Inter-Con Security Systems is a dynamic, client-facing role responsible for overseeing programmatic goals, project management, policy compliance, and business optimization for Executive Protection Services (EPS). This position involves collaborating closely with client leadership to set strategic goals, monitor financials, manage data, coordinate daily business operations, and perform related administrative tasks.

Responsibilities

• Develop project timelines and schedules and ensure project milestones are met.
• Coordinate with team members to ensure tasks are completed on time.
• Lead and manage small-scale projects in support of security operations as directed.
• Facilitate security operations projects in collaboration with project owners, including developing project plans, scope, objectives, and deliverables.
• Schedule meetings, coordinate project activities, resources, and timelines.
• Communicate project status, milestones, and updates to stakeholders.
• Plan and organize program activities to ensure alignment with organizational goals and compliance requirements.
• Create, track, and maintain programmatic rhythm of business and ensure systems operate smoothly within operational constraints.
• Serve as a liaison between stakeholders to maintain awareness of priorities.
• Facilitate meetings, distribute minutes and update action items.
• Maintain clear and consistent communication channels.
• Regularly meet with leadership to maintain accountability on action items, aid with documentation, and adjust timelines and deliverables as necessary.
• Prepare and maintain project life-cycle documentation, including plans, reports, and presentations.
• Maintain accurate records of program activities, milestones, and outcomes.
• Conduct end-to-end data management including data intake, storage, and data visualization.
• Audit business continuity and emergency management documentation to ensure alignment of programmatic policies.
• Prepare and deliver regular status reports to stakeholders.
• Track and report on project progress and performance metrics.
• Monitor program performance metrics and identify areas for enhancement in both existing processes and emerging strategic objectives.
• Maintain, update, and troubleshoot errors within Microsoft PowerApps and Microsoft 365, escalating to technical support specialists as required.
• Liaise with internal client teams on the development of business analytic tools and manage data and reporting enhancement projects.
• Maintain a record of accountability and manage the procurement of office supplies and computer peripherals.
• Track the usage of resources and identify any potential shortages or issues.
• Conduct recurring physical audits of client's inventoried equipment and dispose of assets as directed.
• Monitor project expenditures and ensure they are within the budget.
• Assist in preparing financial reports and forecasts.
• Recommend solutions to improve efficiency and optimize the functionality of budgeting tools.
• Monitor and track the completion of invoices and cross-billing.
• Identify potential risks and issues that could affect the timely execution of projects, and develop and recommend strategies to mitigate these risks.
• Ensure project deliverables meet the required quality standards.
• Perform quality checks and audits as needed.
• Provide administrative support to stakeholders in alignment with other Program Coordinator responsibilities.
• Help resolve any issues that arise during project lifecycles within the scope of the Program Coordinator role and responsibilities.
• Assist responsible managers with onboarding and offboarding of both client and supplier personnel; issue equipment, manage access levels, and update applicable data intake methods.
• Propose innovative solutions to enhance both business operations and program effectiveness.
• Help leadership operationalize long-term security strategies for client security services.
• Build processes aligned with business objectives and ensure compliance with program requirements and organizational policies.
• Ensure programmatic alignment with organizational policies, and initiate procedural reviews, revisions, and audits.
• Author new standards, guidelines, and procedures as needed.
• Audit business procedures and programmatic documentation to ensure continuity of language and content.
• Perform other duties in support of EPS projects and programs as assigned.

Requirements

• Minimum 2-3 years' experience providing director-level administrative support, or equivalent administrative experience.
• Experience managing multiple projects of varying sizes and compositions.
• Experience driving strategic initiatives and implementing programmatic goals.
• Proactive, adaptive, people-focused problem-solving skills.
• Solid organizational and time management skills.
• Strong collaboration and teamwork skills in a client-facing environment.
• Familiarity with risk management and quality assurance control.
• Familiarity with Microsoft 365.
• Bachelor's degree in program management, business administration, or a related discipline (or) an equivalent combination of work experience, education, or professional certification.

Nice-to-haves

• Familiarity with Microsoft Planner, PowerBI, Power Apps and other data analytic tools.
• Familiarity with budget management principles and functions (e.g., invoicing, cross-billing, purchasing, procurement, etc.).
• Experience with development and maintenance of policies, procedures, and related documentation.
• Recognized certification in Project Management (e.g., PMI-accredited certifications).
• Familiarity/experience with executive protection and close protection services.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance