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Project Coordinator 3

Company: Everest Consultants, Inc.
Location: Vancouver
Posted on: May 21, 2023

Job Description:

Title: Project Coordinator 3
Location: Vancouver, WA (hybrid)
Duration: 12-month Contract (with possible extensions up to 5 years)
Pay Range: $38.71/hr to $41.94

Everest Consultants is seeking a talented Project Coordinator to work on contract assignment with our client in Vancouver, WA. The Project Coordinator 3 will support managers and Project Managers (PMs) who are assigned to the various Project Management departments (PMO Substations, PMO Lines, PMO Telecommunication, Facilities, & Security, and the Portfolio Delivery Team). This position will support project work through the full lifecycle for projects that will expand, maintain, and enhance operations. Additionally, this Project Coordinator position will serve as contract lead, providing guidance, coordination, training and assistance for other project coordinators as they come up to speed on the critical role of the Project Coordinator. The department is comprised of self-directed project managers who work in a collaborative environment and are supported by project coordinators, financial analysts, and technical subject matter experts (SMEs). This position requires the ability to work with all levels of management and must be able to adapt to changing environments.

Position Responsibilities:

  • Support Project Managers (PMs) by coordinating projects assigned by manager, from beginning to end, by providing guidance on the Project Management Institute (PMI) based project management methodology, best practices, and internal skill development as requested by and with guidance from the manager, team lead or other personnel with the authority to do so, including:

  • Coordinate activities for assigned projects that enable goals or objectives to be accomplished within the prescribed time frame and funding parameters, escalating concerns to appropriate personnel.
  • Address and navigate politically sensitive issues in a collaborative and professional manner with federal personnel assistance and guidance as needed.

  • Support and facilitate the following deliverables:

  • Assist in Scope Definition and Management by documenting discussions in project team meetings.
  • Assist in Process and System Design requirements by documenting discussions in project team meetings.
  • Provide communication and project management best practice gap analysis.

  • Support and facilitate the following functions:

  • Written and verbal sponsor communication.
  • Project team communications and coordination.
  • Inter-project team communications and coordination.
  • Collaborate with and provide support to the project team, working to facilitate an effective and efficient project team.
  • Monitor project milestones and schedules to keep project on track and on budget. Per designated funding type and work order type (i.e. contractual customer agreement).

  • Project Tracking & Document Management:

  • Assist in the creation and monitoring of project schedules at the request of the project manager.
  • Facilitate resource commitments from other groups as required.
  • Monitor project milestones and schedules to keep project on track and on budget. Alert federal staff if there are budget concerns or if additional time is needed.
  • Attend monthly financial review meetings with PM and financial analysts.
  • Monitor Ready for Intended Use (RIU) dates and report to PM.
  • Draft project change logs for the project manager to submit.
  • Coordinate and track material per PM guidance.
  • Attend update meetings for PM (e.g., 3D meeting) if requested.
  • Edit project management plan per PM guidance.
  • Track and follow up on action items assigned to and assigned by the project manager. Know who to contact when action items are complete, and a subsequent action can begin.
  • Track and maintain project documents (on workspace and otherwise) related to project.
  • Coordinate information/status updates with/from project team and distribute to team members needing the updated information.
  • Request and set-up Project Workspaces, maintain Project Workspaces, participate in workspace innovation/development, as needed. Assist others with navigating PM workspaces.
  • Coordinate lessons learned per PM guidance.
  • Compile lessons learned through project lifecycle and publish lessons learned at project close-out.
  • Mark documents and maintain filing system(s), files, emails and records in accordance with compliance requirements.

  • Meeting Facilitation:

  • Facilitate project meetings (scoping, kick-off, monthly project team, special team meetings, etc.) using Microsoft Outlook.
  • Gather information on meeting agenda topics, create agenda 24 - 48 hours in advance, distribute agenda and other documentation needed during the project meeting.
  • Confirm and set up conference room, Conference call, laptop, projector, maps, and other meeting materials at the beginning of project meeting.
  • Document discussion during project meetings. Distribute meeting minutes. Identify/document action Items and decisions made during meetings.
  • In the absence of the PM, assess the best action to take for meetings and confer with the manager to: cancel, reschedule, facilitate the meeting, or notify the appropriate individuals that a facilitator is required.

  • Site Visits:

  • Plan and coordinate site visits including scoping site visits, field reconnaissance visits, by arranging appropriate dates, times, transportation, lodging and permissions, at the request of the PM.
  • Prepare and disseminate documentation needed for site visits, track and check in documents that need to be returned.
  • Take minutes during site visits, follow-up on unanswered questions and other actions.

  • Work Plan Management:

  • Assist PM or manager in coordination/maintenance/prioritization of PM's individual work plan portfolio. Check the status of project work plan frequently to launch new work quickly as it is assigned.
  • Check the work plan for accuracy and coordinate updates to Project Portfolio when updates are made. Coordinate PM reassignments when needed.
  • Support managers with defined scope when new projects are assigned. Assist PM in creation of Project Management Plan. Update and maintain Project Plans as necessary.

  • Resource Coordination:

  • Forecast and request appropriate project resources (people, equipment, material, etc.) to fulfill project needs; submit resource requests with other internal organizations.
  • Coordinate project schedules (or other reporting information) for team members and with other groups.
  • Develop progress reports, ad hoc reports, spreadsheets, visual aids, etc. as requested.
  • Coordinate resources and outages between project managers when projects overlap in time or geographic locations.

  • Assisting Project Team:

  • Work with project manager, the manager and project engineer on technical and logistical aspects of project design to coordinate scope of work documents, statements of work documents, step plans, materials lists, etc. to be included in requests for outages and design and construction resources.
  • When necessary, assist the outgoing Project Manager in facilitating the successful transition of projects to a newly assigned PM.
  • Assist in coordination with outside entities including other city, state, and federal agencies, utilities and other accounts / customers, tribes, public, and other stakeholders that are affected by transmission work.

  • Operational Excellence (high level of proficiency to participate in process improvement teams):

  • Assist Project Managers and Project Coordinators with technical issues relating to reports or other scheduling information with Microsoft Project (MSP). This may include analyzing data integrity, processes, and coordination with other groups to determine the root cause(s) of issues.
  • Act as a point of contact of the department's Change Management process (e.g., develop a Lessons Learned pilot project). Assist staff with documenting and processing change management efforts.
  • Prepare and provide technical presentations to Staff, Supervisors, and Executive Management on the department's process improvements, software upgrades, other operational excellence efforts.

  • At the request of the Project Manager, coordinate with the Tribal Relations Representative as well as possibly arrange meetings with the client and any Tribal Nations.
  • Serve as contract lead, providing support and assistance to other Project Coordinators (PCs), including:

  • Develop training to teach other project coordinators (PCs) the established, best practice processes and procedures adopted by the client.
  • Teach other PCs the expectations around the Work Breakdown Structure (WBS) meetings per the new Project Portfolio Management (PPM) Modernization requirements.
  • Teach PCs (and/or others) the art of building project schedules in MSP.
  • Advise / train others how to use the various sites per the SharePoint Governance requirements.
  • Provide guidance to PCs on Report Creation - what PCs need to know and look for in report development, analysis, validation, etc.
  • Provide guidance to PCs on the PC Tools available - what tools to use and when.
  • Provide guidance and training to PCs on monitoring project milestones and schedules; and, to keep projects on track and on budget. Per designated funding type and work order type (i.e. contractual customer agreement).
  • Advise PCs on task assignments and the potential for frequent changes and re-assignments.

    Education and Corresponding Experience:

    • A Bachelor's degree in Engineering, Business Administration or Management, Organizational Development, Computer Science or other related technical discipline is preferred.

    • 8 years of experience is required with an applicable Bachelor's degree.
    • 10 years of experience is required with a Bachelor's degree not in applicable fields.
    • 12 years of experience is required without a degree.

    • Experience should include direct work experience in a project coordination/ control capacity, including all aspects of process development, training, and execution. Must be capable of applying a diversified knowledge of principles and practices in assigned technical areas. Requires a working knowledge of automated data systems.
    • A valid US Driver's License is required.

      Skills and Experience (Required):

      • Demonstrated proficiency using Microsoft Project and SharePoint, to store, analyze and manipulate data.
      • Demonstrated proficiency of the Microsoft Project (MSP) 2016 and the Project Web Application (PWA) environment.
      • Demonstrated experience in training development and facilitation.
      • Demonstrated experience in leadership skills.

        Skills and Experience (Preferred):

        • Experience in the electric utility industry data.
        • Ability to analyze, understand and effectively document technical data.
        • Ability to store, manipulate, and organize large numbers of files and folders using Microsoft Windows networks or other document management programs.
        • Ability to read and understand engineering drawings.

          Everest Consultants offers the following benefits for this position: medical, dental, & vision insurance, short-term disability, life and AD&D insurance, a 401(k) retirement plan, and a referral bonus program, paid sick/vacation/holidays, and a health and welfare fringe benefit.

          Everest Consultants is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state, or federal civil rights laws. #IND

Keywords: Everest Consultants, Inc., Vancouver , Project Coordinator 3, Other , Vancouver, Washington

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