Project Coordinator

Position Overview: Project Coordinator

Department: Project Management Office (PMO) – Next Gen Enterprise System Program

Location: Regional Innovation Hub #2 (Pomona, CA)

Work Arrangement: Hybrid (Every Thursday on-site, 1 full week per month on-site, with flexibility for up to 3–4 continuous weeks on-site during heavy testing periods, plus occasional travel to regional sites in Rosemead and Irwindale).

Core Responsibilities

• Testing, Training & Readiness Logistics (60% Focus): Coordinate meeting schedules, logistics, room setups, and invites; track attendance and stakeholder engagement; cross-check invite lists against attendance for executive reporting; perform active follow-ups with participants and absentees; provide on-site support during testing, including defect logging and operational logistics.
• Event Planning & Facilitation: Coordinate off-sites, large-scale meetings, quarterly all-hands, and recognition events while managing vendor, hotel, and venue relationships.
• General PMO & Analytical Support: Drive RAID (Risks, Assumptions, Issues, Dependencies) log follow-ups by tracking down owners for updates and mitigation plans via phone/email; assist with schedule updates, general tracking, and data validation.

Candidate Qualifications & Requirements

• Experience Level: Intermediate (1 to 3 years of experience).
• Target Titles: Project Coordinator, Project Support, or Junior/Beginning Analyst.
• Top 3 Skill Sets: Scheduling experience, event management/logistics, and tracking/data validation/reporting.
• Tools Used: Excel and Smartsheet (intermediate skill level; mostly tracking and updating existing sheets) and the CALM tool for defect logging (training provided).
• Background: No specific industry or domain background required; UAT/testing background is a nice-to-have rather than a requirement.