Project Coordinator

$62,400 - $81,120/Yr

Anvil Agency (Formerly 5 Track Mind) - Salt Lake City, UT

Full-time - Entry Level

Salt Lake City, UT

Professional, Scientific, and Technical Services

About the position

The Project Coordinator at Anvil Corporation plays a crucial role in supporting the Project Leader(s) to ensure exceptional project execution from the initial kick-off to the final close-out. This position is designed to augment the Project Leader by performing designated project management tasks and facilitating the coordination of activities and communication flow across the extended Project Team, which includes both internal and external stakeholders. The Project Coordinator is responsible for developing and assisting in the creation of various documents, such as engineering services proposals and management reports, utilizing established templates and adhering to internal format and content guidelines. In addition to document management, the Project Coordinator is tasked with setting up and managing Project Folders and Collaboration Sites, such as SharePoint, ensuring that these folders are populated with standard templates and project-specific documentation. The role requires proactive follow-up with personnel to resolve or validate budget and funding concerns, as well as schedule concerns, and to communicate the status of these issues to the Project Leader. The Project Coordinator also assists in meeting management by scheduling meetings, preparing agendas, taking minutes, and distributing documentation to relevant parties. The position involves interfacing with engineers and designers to ensure that project deliverables meet schedule requirements, verifying the progress of critical documents and drawings, and maintaining Action Item Registers. The Project Coordinator is responsible for tracking and expediting Action Items weekly in coordination with the Project Leader, maintaining Request for Information (RFI) logs, and ensuring procurement activities align with the project schedule. Additionally, the role includes assisting the Project Manager to ensure compliance with PSQS, including project closeout and turnover activities, while maintaining an understanding of client documentation requirements and issuing procedures to ensure conformity of deliverables. Other duties may be assigned as necessary.

Responsibilities

• Develop and/or assist Project Leader with development of a variety of documents including engineering services proposals, management reports, etc.
• Set up and manage Project Folders and/or Collaboration Sites (e.g., SharePoint); populate folders with standard templates.
• Follow up with respective personnel to resolve or validate budget and funding concerns; communicate status to Project Leader.
• Follow up with respective personnel to resolve or validate schedule concerns; communicate status to the Project Leader, highlighting upcoming activities and concerns.
• Assist Project Leader with Meeting Management; schedule meetings, prepare agendas, take meeting minutes and distribute documentation.
• Interface with engineers and designers to ensure that project deliverables meet schedule requirements.
• Verify the progress of critical documents and drawings.
• Maintain Action Item Registers and track Action Items on a weekly basis in coordination with the Project Leader.
• Maintain Request for Information (RFI) logs and expedite responses to requestors.
• Review Procurement Status Reports weekly to ensure procurement activities align with the project schedule.
• Coordinate between Procurement Group and Project Leader to resolve discrepancies.
• Expedite internal reviews of supplier documents/drawings in alignment with project schedules.
• Assist Project Manager to ensure PSQS compliance, including project closeout and turnover activities.
• Maintain understanding of client documentation requirements and issuing procedures to ensure conformity of deliverables.
• Perform other duties as assigned.

Requirements

• Bachelor's or Associate's Degree preferred
• 1-25 years of experience in a project team environment
• Functional understanding of project execution and engineering processes, schedule logic, and Critical Path Method (CPM)
• Excellent organization skills to coordinate and prioritize multiple project tasks
• Excellent written and verbal communication and interpersonal skills
• Ability to recognize and solve problems
• Advanced proficiency with Microsoft Office applications

Benefits

• Strong work-life balance
• Training and mentorship opportunities
• Hands-on experience at client sites