Operations Coordinator

Overview

The Operations Coordinator supports the day-to-day operations of a Public Sector organization, supporting the Professional Services portfolio and project delivery teams, and reports to the Director of Operations. The role coordinates schedules and logistics, maintains and analyzes data, supports project management, assists with documentation and compliance activities, and helps resolve administrative issues to sustain efficient workflows and business continuity. The Coordinator partners closely with the Operations Support Specialist, program and project managers, finance, HR, and payroll, and cross-functional delivery teams.

• Employee Support Functions
• Engage and interface with HR and Payroll for issue resolution and administrative maintenance for the broader team (timecards, pay, benefits, access)
• Serve as backup point of contact for timecard processing issues and coordinate with Finance on task codes and cost transfers
• Assist with policy identification, application, and interpretation (employee handbook, PMPs) and dissemination of goals/alignment
• Support resolution of access and license requests (ADP, Intranet, O365, email, ERP, Power BI)
• Coordinate schedules, meetings, agendas, and action-item follow-up; facilitate information flow among stakeholders
• Program and Sector Support Functions
• Track key performance indicators (KPIs)/metrics, monitor performance and raise compliance concerns for attention and resolution
• Assist with CMMI and other compliance activities; maintain documentation and records on Share Point
• Assist in organizing and managing contract activities
• Create and maintain basic Microsoft Project schedules and Work Breakdown Structures (WBS) under guidance
• Translate contract and SOW requirements into updates for WBS, templates, and standards as directed
• Staff Support
• Draft and edit position descriptions and job requisitions; coordinate resume alignment to required qualifications
• Support onboarding/offboarding processes; review offers for accuracy, track onboarding requirements, timelines, and progress to completion
• Create and maintain team rosters and organizational charts; ensure distribution lists are current
• Support employee change process, including notice letters and required HR and administrative actions
• Support maintenance or ERP memorized entries for new hires, new charge codes, new projects, project changes, and program updates
• Ensure new employee processes are consistently executed and completed
• Finance and Other
• Review, normalize, and analyze data sets to support monthly, quarterly, and annual compliance, reporting, and audit activities; build Excel-based summaries
• Provide support for Directors, Portfolio Manager, Program and Project Managers to ensure alignment of service delivery practices across contracts for consistency and alignment with corporate objectives
• Identify operational issues, troubleshoot system or process errors, and escalation concerns when necessary
• Add updates to Incident Log (Ops Review and CMMI compliance)
• Maintain Outlook distribution lists to ensure all add/delete actions taken (quarterly/in process)
• Maintain and post Org Charts (Visio/PDF) to SharePoint, PMPs, and other document asset repositories
• Document and publish weekly operations coordination notes and minutes; update incident logs and repositories
• Identify opportunities to streamline processes, reduce costs, and improve the operational environment

• Four (4) years of combined project/operations support experience or equivalent education plus experience
• Strong organizational and time management skills with the ability to prioritize and multitask in a fast-paced environment
• Excellent verbal and written communication and interpersonal abilities; strong customer service orientation
• Proficiency with Microsoft Office (Excel, Word, PowerPoint), SharePoint, and project management tools (MS Project);
  Visio and Power BI a plus
• Working knowledge of operational processes (policies, onboarding, timekeeping, expense workflows, invoicing, procurement)
• Analytical mindset with attention to detail; capable of collecting, normalizing, and interpreting data (pivot tables, lookups, formulas)
• Can-do…