Project Support Coordinator

Position: Project Support Coordinator

Location: Tampa, FL. 33647

Work schedule: M-F / 9 EST – 530 EST– onsite 5 days

Duration: 1 year contract with possible extension

Must have - Qualifications:

• Proven experience in event planning, operations management, or administrative roles (7 years minimum)
• Strong organizational and timeline management skills
• Ability to create, streamline and implement SOPs
• Proficiency in Oracle, Excel, PowerPoint, and Outlook

Tools and Technologies needed:

• Oracle: Invoice input and processing
• Excel: Data management and analysis
• PowerPoint: Presentation creation and management
• Outlook: Email and calendar management

Day-to-Day Functions:

We are seeking a highly organized and self-motivated Project Support Coordinator to manage and streamline event planning and execution across six different offices. This role requires exceptional organizational skills, the ability to manage timelines, and the creation of standardized operating procedures (SOPs) for all events and operations. The ideal candidate will be a self-starter who can take ownership of processes and procedures, ensuring efficient planning and execution.

Key Responsibilities:

• Organizational Skills: Prioritize and manage multiple tasks efficiently, ensuring all events and operations are well-coordinated and executed
• Timeline Management: Plan, execute, and oversee events, including payment processing and delivery, ensuring all deadlines are met.
• Multi-Office Coordination: Streamline planning and execution processes across six offices with internal customers, creating solutions that are not tailored to each site lead but are efficient and standardized
• Event Planning: Act as the boots on the ground for planning community events (e.g., MLK Day) and employee appreciation events. Coordinate with the event team to price out venues and manage logistics (e.g., holiday parties).
• Meeting Scheduling: Schedule meetings with various stakeholders, including executives and external parties (e.g., economic development council meetings).
• Invoice Processing: Execute invoicing for site director approval, ensuring all invoices are processed through Oracle with checks and balances from site directors
• Facilities Management: Coordinate and set up for vendor/executive visits, ensuring all logistics are handled
• Communications: Distribute and coordinate communications for events and operations.
• Ticket and Merchandise Distribution: Manage the distribution of event tickets and merchandise (e.g., baseball games, concerts, 102nd birthday polo shirts) to reward employees.