Administrative Project Coordinator Resume Sample
Gonzalo Zemlak
900 Bogisich Groves,
Houston,
TX
+1 (555) 675 3501
Work Experience
Senior Administrative Project Coordinator
07/2015
-
PRESENT
Phoenix, AZ
- Create and maintain internal, field, and other business area databases on an as needed basis
- Participate in project and application release meetings and ensure that SDLC and change control processes are being followed
- Ensure various enterprise compliance items are completed. These include but are not limited to Business Continuity Planning (BCP) maintenance activities, Wholesale Application Management (WAM) updates and validation, Service Level Agreement (SLA) review and updates, Service Account Repository (SAR) updates, and security plan review and updates
- Maintains sharepoint site for use by the technology team to provide awareness of details and timing of all initiatives and change requests affecting the applications
- Support the technology manager by regularly communicating updates and concerns on any pending items. Specific Financial industry experience required
- Assist Managers, Directors, Supervisors and staff with general day to day operations
- Assist in the preparation of various documents and materials (proposals, presentations, project deliverables, etc.) including word processing, graphics, layout, editing, and final production
- Assist Project Management staff in the preparation of monthly progress reports, preparation of draft invoices, project scheduling, and tracking status of work plans and deliverables for projects
Administrative Project Coordinator
07/2009
-
02/2015
Detroit, MI
- Assist with project administration including the proper capture, organization, and filing of all project documentation in ProjectWise including contract documents, invoices, meeting minutes, project reports and communications
- Assist in general office administration including the requisition of materials, equipment, and services for field operations; scheduling conference calls and use of conference rooms; and additional responsibilities as assigned
- Determine event class from TULIP Risk Classification Schedule
- Determine total number of attendees/participants
- Determine number of days of event
- Determine whether concessionaires, attractions, or vendors are part of the event
- Coordinates partnership discussions with external organization leadership, insuring appropriate individuals, materials and deliverables are aligned
Administrative / Project Coordinator
11/2003
-
01/2009
Philadelphia, PA
- Coordinates process for completion of inter-organizational agreements, including tracking status, next steps, final completion, updating into Carle system
- Develops powerpoint and other materials for internal and external strategic meetings
- Front line individual for external organizations to access for questions, concerns, followup insuring connection between external party and appropriate Carle individual, tracking action items and essential followup completion
- Develops and manages tracking and project management tools for varied strategic initiatives
- Researchs essential information to support strategic development activities
- Creates and manages the administrative processes for departmental priorities, programs and initiatives using standard performance measurements and continuous quality improvement principles
- Supports program projects across components/modules, using appropriate project management tools/processes
Education
Faulkner University - Mobile Campus
1998 - 2002
Bachelor's Degree in Business Administration
Professional Skills
- Demonstrates initiative, resourcefulness and overall good judgment. Strong time management and prioritization skills are required
- Strong organizational skills with the ability to identify and manage priorities
- Excellent verbal and written communication skills; comfortable presenting clearly to small and large groups
- Excellent written and oral communication skills, adaptability, and interest in learning
- Demonstrated organizational skills and ability to multi-task with demanding timeframes
- Strong organization, project coordination and problem-solving skills
- Excellent oral and written communication skills necessary to interact with clients and staff
How to write Administrative Project Coordinator Resume
Administrative Project Coordinator role is responsible for organizational, software, administrative, clients, payroll, finance, training, database, procurement, recruiting.
To write great resume for administrative project coordinator job, your resume must include:
- Your contact information
- Work experience
- Education
- Skill listing
Contact Information For Administrative Project Coordinator Resume
The section contact information is important in your administrative project coordinator resume. The recruiter has to be able to contact you ASAP if they like to offer you the job. This is why you need to provide your:
- First and last name
- Telephone number
Work Experience in Your Administrative Project Coordinator Resume
The section work experience is an essential part of your administrative project coordinator resume. It’s the one thing the recruiter really cares about and pays the most attention to.
This section, however, is not just a list of your previous administrative project coordinator responsibilities. It's meant to present you as a wholesome candidate by showcasing your relevant accomplishments and should be tailored specifically to the particular administrative project coordinator position you're applying to.
The work experience section should be the detailed summary of your latest 3 or 4 positions.
Representative Administrative Project Coordinator resume experience can include:
- Demonstrated experience managing complex calendar and travel arrangements, planning meetings both on and off site
- Experience in a professional setting, including positions handling confidential information
- Be capable of managing and prioritizing multiple efforts in parallel
- Experience coordinating and planning projects
- Experience working with the applicant tracking system, Taleo
- Preferably 1-3 years in an operational environment, preferably building products with a demonstrated success working with customers
Education on an Administrative Project Coordinator Resume
Make sure to make education a priority on your administrative project coordinator resume. If you’ve been working for a few years and have a few solid positions to show, put your education after your administrative project coordinator experience. For example, if you have a Ph.D in Neuroscience and a Master's in the same sphere, just list your Ph.D. Besides the doctorate, Master’s degrees go next, followed by Bachelor’s and finally, Associate’s degree.
Additional details to include:
- School you graduated from
- Major/ minor
- Year of graduation
- Location of school
These are the four additional pieces of information you should mention when listing your education on your resume.
Professional Skills in Administrative Project Coordinator Resume
When listing skills on your administrative project coordinator resume, remember always to be honest about your level of ability. Include the Skills section after experience.
Present the most important skills in your resume, there's a list of typical administrative project coordinator skills:
- Good verbal and written communication skills; communicates effectively and competently with clients and vendors in person and by phone
- Good communication skills (verbal, listening, and writing)
- Manage time, setting priorities effectively based on various clients’ needs
- Strong computer skills (Microsoft Office, SharePoint)
- Demonstrated experience in using computer-based tools including electronic mail, word processing, spreadsheet and database products
- Proven skill in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken
List of Typical Experience For an Administrative Project Coordinator Resume
1
Experience For Administrative & Project Coordinator Resume
- Demonstrate solid understanding of health plan operations and/or major healthcare technology applications
- Project assistance experience and/or 7+ years general administrative experience
- Or more experience with technical or business writing
- Previous administrative experience
- Prepare agendas and ensure effective weekly staff meetings
- Upport experience in a professional environment
- Proven ability to meet deadlines in a high performance/fast paced environment
2
Experience For Senior Administrative Project Coordinator Resume
- Experience in project teams
- Experience in business systems analysis and/or design
- Good balance between patience and assertiveness
- Administrative experience required
- Drafting/proofing internal communications
- Assist senior staff with project development activities: compiling data, drafting reports, and assisting with special projects
3
Experience For Administrative / Project Coordinator Resume
- Assist project managers in maintaining and updating project schedules and facilitating monthly project reviews
- Assist director with budget development and oversight, endowment tracking and forward planning
- Responsible for advancing the program and/or project goals and collaboration with stakeholders, as directed
- Ensure that all executives have everything they need to maximize their performance
- Proactively follows up and manages meeting/conference participants’ attendance
4
Experience For Administrative Project Coordinator Resume
- Lease and lease renewal tracking and administration
- Initiate and maintain contact with key personnel including staff, department heads and external parties
- Draft routine correspondence, meeting minutes, management reports for the Director or designee and department staff
- Generation of cost, fee projections and marketing reports for Business Group Managers
- Acts as project manager for special projects, at the request of Banking Operations Management
5
Experience For Administrative & Project Coordinator Resume
- Acts as a liaison with other departments and outside agencies, including federal agencies, regulators, law enforcement groups, executives and consultants
- Responsible for managing the approval process for all contracts (includes hotel and restaurant contracts, third party speaker contracts, misc. vendors, etc.)
- Works with multiple departments to coordinate approval of the above referenced items (Marketing, Compliance Legal)
- Assists and provides support to the marketing and business development teams as necessary
- Copy and/or scan project-related documents in-house and coordinate sending out larger jobs
- Provide assistance to staff by coordinating travel plans, rental vehicles, etc
- Coordinate training sessions and office events
- Manage hard copy and electronic filing systems
6
Experience For Senior Administrative Project Coordinator Resume
- Take responsibility for a wide variety of executive-level and specialized project-related administrative and accounting functions
- Support efforts to track vendor performance and ensure regular record-keeping
- Support vendor outreach and events, including HUB events and new vendor development
- Compose and develop correspondence, meeting minutes, reports and spreadsheets
- Assist with setting up luncheons, meetings and presentation materials
7
Experience For Administrative / Project Coordinator Resume
- Maintain reception area and kitchen/break-room, greet visitors, route incoming calls, and assist with mail and deliveries
- Responsible for maintaining calendar of Senior Vice President, Market Research
- Prepares and drafts routine and advanced correspondence including letters, memoranda, reports, and summaries
- Receive and process orders and assist customers through the ordering process
- Assist in job scheduling and product delivery
- Handle flight, vehicle, and lodging reservations for staff, visitors and partners
- Manage travel accounting paperwork and process in the Kuali financial system
- Assist program directors/ coordinators with report writing, assessment, and special projects as necessary
- Assist with strategic planning and implementation of objectives
8
Experience For Administrative Project Coordinator Resume
- Lead administration of staff recruitment and hiring
- Support and facilitate key aspects of technical operations planning
- Determine and track time frames, procedures for accomplishing internal EAIP projects
- Prepare and proofread outgoing documents and correspondence
- Proficient in the use of Microsoft Word, Excel, Project (or other scheduling software), Adobe Acrobat, Outlook, and Powerpoint
- A commitment to diversity and culturally responsive education, outreach and care; Knowledgeable in developing programs in response to diverse needs
- Familiar working in or with Technology, SDLC and Agile methodologies
- Coordinate event planning
9
Experience For Administrative & Project Coordinator Resume
- Develop processes/systems to accommodate cross-fertilization and integration of activities
- Develop tools to track/monitor/track activities/projects towards internal consistency, efficiency, and accomplishment
- Coordinate, plan, schedule and facilitate meetings, trainings, and advisory committees
- Identify, enhance, and follow specific processes and procedures to maximize efficiencies of the business unit, project or program to which the support is being provided
- Identify metrics and develop tools to evaluate programs and initiatives
- Develop reports and presentations as required
- Foster a sense of team work, cooperation, and community within and amongst MCW entities
- Coordinates the scheduling and planning of meetings/conferences, including overseeing all logistics, travel arrangements, negotiation of meeting space, room rates, audiovisual, catering and contracts
- Provides back-up support to the Administrative Project Coordinator team and their respective director
10
Experience For Senior Administrative Project Coordinator Resume
- Microsoft Outlook, Excel and Word expertise required
- Schedule meetings with customers/clients and project team members and maintain the schedule of the office conference rooms
- Administer Director Outlook calendars
- Compiles and disseminates information as appropriate
- Provide general administrative support for answering and directing incoming calls, greeting, directing, and assisting visitors, scheduling meetings and appointments, coordinating calendars, and preparing and scheduling travel
- Create and/or maintain research documents and manage electronic data base of department reports and files including legal contracts, non-disclosure agreements
- Create and/or maintain intellectual property documents and manage electronic database of patent related records. Help coordinate information and activity between the research department and internal and external patent attorneys. Manage and administer intellectual property awards program
- Create and/or maintain product safety/liability documents and manage electronic database of product liability related records. Help coordinate information and activities between research department and internal, corporate, and outside counsel
List of Typical Skills For an Administrative Project Coordinator Resume
1
Skills For Administrative & Project Coordinator Resume
- Advanced writing/editing skills
- Deal with last minute changes quickly and effectively
- Work independently to effectively manage complex project and executive-level tasks, documents and records
- Exceptional interpersonal skills with an ability to interact with executive level external and internal clients
- Prioritize under pressure while managing multiple tasks of varied complexity and criticality simultaneously
- Experience with support of project related tasks during design and construction
- Additional years of experience or specialized training can be used in lieu of educational requirements
2
Skills For Senior Administrative Project Coordinator Resume
- Administrative experience in a fast paced, challenging environment
- Promote office and project safety, demonstrating safety as a priority and adherence to TRC and client safety policies
- Experience dealing with senior management or executives in administrative capacity
- Problem-solve, negotiate solutions, think strategically, and operate in a fast paced environment
- Request Motor Vehicle Reports from the Texas Department of Public Safety for all employees that operate university owned vehicles
3
Skills For Administrative / Project Coordinator Resume
- Experience producing and editing a variety of complex documents and correspondence
- Strong team player, self-motivated, proactive thinker, flexible and adaptable
- Related experience in A/E industry
- Technical experience with Microsoft Office, ability to learn and adapt to multiple computer systems
- Independent judgment and technical capabilities required to plan, prioritize and organize diversified workload
4
Skills For Administrative Project Coordinator Resume
- Researches, collects, and consolidates various data into readable formats
- One to two years of practical experience in administration required
- Adhere to project timelines, prioritize among competing needs, and coordinate multiple projects simultaneously
- Providing project specific support to project managers – planning, coordinating, monitoring, scheduling, and assisting with project controls
- Understanding of medical/scientifie terminology
- Working knowledge of MS Project, Adobe Suite, and Newforma
- Assisting project managers with contract and change management
5
Skills For Administrative & Project Coordinator Resume
- Frequent sitting, standing, walking, bending
- Perform support functions such as preparing correspondence, reviewing and summarizing reports/data and take and publish meeting notes
- Provide training and workflow direction to administrative staff regarding maintaining databases and generating reports
- Perform clerical functions such as preparing correspondence, reviewing and summarizing reports/data, and take and publish meeting notes
- Assistance with internal and regulatory reporting including gathering information requested by firm regulators
6
Skills For Senior Administrative Project Coordinator Resume
- Coordination and management of compliance projects including notifications to individuals, gathering of requested data and monitoring of responses
- Coordinates delivery of marketing and event materials including name badges, signage, and mailing labels for various projects
- Serve as a technical liaison for working with partners during the onboarding process
- Create and maintain paper and electronic files following HDR’s filing requirements
- Prepare multi-media presentations and reports utilizing a variety of software applications including, but not limited to: Microsoft Word, PowerPoint, and Visio
- Workload planning of project staff hours for workload forecasting
- Manages group calendar, meeting scheduling, and travel arrangements
7
Skills For Administrative / Project Coordinator Resume
- Establishes, develops, maintains and updates filing system for the Banking Operations department
- Data analysis, and preparing and processing reports
- Assist with project budget tracking, forecasting, invoice preparation, and submission to clients
- Assist with preparing and filing of contracts and sub-agreements
- Assists with departmental projects including presentations, writing assignments, organizational charts, and research
- Assists in the strategy, planning, and implementation of Market Research and Recruiting projects
- Administer the Filing, Job Pack creation and Materials Procurement Forecasting for ISS
- Facilitates payment of invoices through a robust purchase order process by way of working with Accounts Payable and Purchasing
8
Skills For Administrative Project Coordinator Resume
- Assists with completing and submitting expense reports for the department as required
- Technical editing and formatting of project-related documents such as specifications, technical reports and memos
- Support and manage technical tracking and planning documentation
- Assist with scheduling internal and external meetings, meeting organization and follow up actions
- Have attention to detail and willingness to look below the surface to gain full understanding
- Be able to facilitate meetings with multiple stakeholder groups and be able to keep participants focused on meeting purpose
9
Skills For Administrative & Project Coordinator Resume
- Organize and track specifications, drawings, submittals, and meeting notes
- Communicates in a clear, professional and articulate manner; able to communicate complex information/data in a simple manner both orally and in writing
- Business Awareness: The demonstration of an understanding of the impact of regulatory controls on business conditions
- Customer Focus: Acts to make things better by making deliberate attempts to add value. Seeks information from supervisor for guidance on customer approach
- Proficiency in using Oracle E-Business Suite
10
Skills For Senior Administrative Project Coordinator Resume
- Proficiency with the following software required
- Adobe products including InDesign
- Work in fast-paced, flexible, start-up-like environment while working within university guidelines and policies
- Highly proficient in all applications of Microsoft Office, including: Word, Excel, PowerPoint, and Outlook
- Proficiency with MS Office application suite (word processing, spreadsheet/database, presentation software)
- Senior Vice President / AVP, National Recruiting
List of Typical Responsibilities For an Administrative Project Coordinator Resume
1
Responsibilities For Administrative & Project Coordinator Resume
- Possess the ability to interact effectively with all levels of the organization, exhibit discretion, diplomacy and tact
- Previous administrative project coordination experience required
- Related experience in coordination of T&D projects
- Experience in administrative support
- Or more experience in a software development environment
- 2+years’ experience in a support role in either an administrative or project coordination capacity
2
Responsibilities For Senior Administrative Project Coordinator Resume
- Process Subcontractor Invoices, which include managing invoices, and budget monitoring/reporting
- Attends internal meetings, takes meeting minutes, maintains and distributes accurate minutes
- Coordinate, track and prepare records to handle consultant accruals and billing
- Complete and reconcile expense reports
- Supplier setup and process invoices in E1
- Manage and audit all department expenses associated with multiple company cards and purchase orders and the purchase and maintenance of various office equipment and other office supplies. Work in collaboration with the corporate IT department to providing basic IT support for the department
3
Responsibilities For Administrative / Project Coordinator Resume
- Coordinates executive’s calendar, meetings, schedule, travel arrangements, expense reports, and prepares requisite materials. Consults with executive as needed to solicit information, provide critical updates and to coordinate information and priorities
- Responds to a wide variety of requests for information, policies and procedures, and executive action. Analyzes needs and problems, and determines approach and priority. Exercises tact, discretion, and an understanding of technical and organizational materials, issues and impact
- Responsible for creating agendas and minutes from high level meetings under the supervision of the Vice Chair
- Takes initiative to research technical or out of policy questions. Evaluates and refers matters for appropriate handling, and coordinates, compiles and documents relevant data and background information to support executive decision making or problem resolution. Works with highly confidential and time sensitive information
- Exercising creativity, initiative and an understanding of the executive objective, independently manipulates systems and applications to prepare communications, budgets or data displays. Ensures accuracy of data/sources, and researches questions or problems demonstrating a sound knowledge of corporate and divisional policies and operations
- Organize and plan work activities of the Department for review with appropriate senior staff
- Implement and manage tasks in accordance with departmental objectives
4
Responsibilities For Administrative Project Coordinator Resume
- Participate as a member of project teams
- Maintain project plans in Microsoft Project and produce related project reports
- Compile and analyze data, and draft project reports for review by senior staff
- Update the Director or designee on project details and changes in a timely manner
- Review pertinent correspondence, communications and other background materials on a daily basis to remain current on project and operation details
5
Responsibilities For Administrative & Project Coordinator Resume
- Develop and maintain time schedules for department staff, project events and office activities
- Maintain project files and support materials
- General operational support for National Office of Risk Management team including but not limited to expense report preparation, travel arrangements, meeting logistics, maintenance of Outlook distribution lists, etc
- Coordinate with national office team personnel to manage small projects
- Provide project accounting support by updating monthly financial reporting documents, running cost analysis reports vs. the project budget, completing earned value reports
- Manage the documentation of project correspondence
- Serve as point of contact for information requests from staff, clients, project stakeholders and subconsultants
6
Responsibilities For Senior Administrative Project Coordinator Resume
- Coordinate and/or manage preparations for project meetings
- Preparation and maintenance of project management plans
- Manage timelines, deliverables, and resources for assigned projects and initiatives
- Attend projects meetings, update trackers, send status updates, and follow-up to ensure deliverables are completed on time
- Develop final results summary upon project completion
- Create agendas and take minutes for department meetings
- Manages multiple e-mail boxes as necessary
7
Responsibilities For Administrative / Project Coordinator Resume
- Designs and creates general correspondences, memos, charts, tables, graphs, etc. Proofreads draft for spelling, grammar and layout, making appropriate changes and corrections. Responsible for accuracy and clarity of final copy
- Independently drive responsibilities and projects to completion
- Preparation and support on project performance reports
- Coordination of project deliverables, including word processing, document formatting and editing to Golder standards, document production and preparing required document reviews
- Assist with processing project-related invoices and forms; maintain project work spaces on Golder’s web-based project sharing sites (SharePoint sites); assist with project filing (hardcopy) and internal file audits
- Work with multiple Project Managers, Project Accountants and project teams as needed
- Work closely with multiple executives, Project Managers and project teams
8
Responsibilities For Administrative Project Coordinator Resume
- Serve as intake for the Office of Contract Administration
- Update contract actions in Bonfire database
- Maintain contract repository in Box.com
- Assist with collection and organization of standard clauses, contracts, and templates
- Assist with preparation of contract and HUB-related reports
- Help with HUB presentations and in-reach to campus as key member of HUB team
- Support AskYODA knowledge base projects
9
Responsibilities For Administrative & Project Coordinator Resume
- Provide backup for administration of ClinCard human subject payments system
- Support of Director of Contracts projects
- Work closely with multiple Project Managers and project teams in a fast-paced environment
- Take responsibility for a wide variety of project-related administrative tasks
- Manage, log, track and issue project documents and files, accurately on a daily basis
- Assist with project deliverable issues and packages, uploads to Client sites and print orders
- Participate in, and serve as key contact for coordination of special meetings and events
- Tracks and manages project timelines
- Identifies opportunities to improve efficiency of processes
10
Responsibilities For Senior Administrative Project Coordinator Resume
- Arranges and schedules travel and maintains travel calendar
- Processes and approves expense reports for the SVP, Market Research
- Research and coordinate various recruiting-related activities such as professional career fairs, college campus career fairs, and on-campus interview opportunities. Participate in recruitment events as requested
- Support project executives on large complex construction projects and assignments, including administrative functions(i.e., Outlook management, scheduling, etc.)
- Manage all construction and project development documentation including contracts, budgets and schedules
- Participate in a variety of functions related to presentations, responses to proposals, and research
- Maintain Best Practices templates on SharePoint site
- Ensure that all accounts receivables are maintained at a level not to exceed planned working capital charge as set by corporate finance and the Regional Operations Manager
- Proficiency with Microsoft Office Suite including Excel and technology applications/software
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