Project Coordinator

Project Coordinator

Department: DHQ – Contracts and Property Services Position Title: Project Coordinator Reports to: Contracts & Project Manager FLSA Status: Non-Exempt, Full-Time Date: August 2025 Hourly rate: $18.00 - $25.00

Job Summary: Under the general supervision of the Director of Contracts & Property Services, the Project Coordinator supports the planning, execution, and management of projects within the Division. The Coordinator will assist the project managers with administrative tasks, resource coordination, and project documentation, ensuring projects stay on track and within budget. This position involves communicating with team members, stakeholders, and external parties, and may include tasks like scheduling meetings, managing documentation, tracking and report project progress.

Minimum Qualifications: Bachelor's degree in business administration preferred. AA Degree or minimum 3 years of proven administrative experience in a corporate office setting. Previous experience with preparing or processing grants, contracts and/or capital projects proposals, and experience reviewing and processing insurance-related documents will be helpful but not required. Intermediate experience with Microsoft Office products (Office 365 including Excel, Word, SharePoint, and Teams) required. Intermediate experience with Adobe Acrobat Pro DC and Adobe Sign preferred. A combination of training and experience which provides the required knowledge, skills, and abilities may be accepted in lieu of AA / BA degree.

Essential Skills and Qualification: Demonstrates good judgment, resourcefulness, flexibility, and maintain the highest level of confidentiality. Must be service oriented, team player who can take initiative, work independently, and quickly adapt in a fast-paced environment. Must be a proficient planner with strong organizational skills, the ability to identify and address project issues and challenges, the ability to multi-task, and work under pressure. Must be detailed oriented, able to promote accuracy in documentation, reporting and project management. Must be reliable, friendly and interact professionally with diverse teams and stakeholders. Must possess strong written and verbal communication skills. Must possess aptitude for basic legal concepts and jargon.

Essential Functions: Administrative Support: Assist project managers with daily tasks like scheduling, document management, and maintaining project records; ensure all project proposal meet corporate and procedural requirements; and facilitate project approvals as necessary. Project Coordination: Facilitate communication between team members, stakeholders, and external parties. Resource Management: Assist with procuring resources, tracking budgets and managing project timelines; process all invoices and payments in a timely manner. Reporting and Tracking: Monitor project progress, prepare reports and provide updates to stakeholders. Documentation: Maintain accurate and organized project documentation and filing systems; responsible for document retrieval and destruction according to corporate guidelines. Communication: Effectively communicate project updates, issues, and resolutions to team members and stakeholders. Notary Public: Serve as the notary public as may be required to execute business documents for the Division Other Functions: Prepare and manage all insurance related and Risk Management forms and approvals (e.g., Certificate of Insurance requests, annual insurance renewals, incident reports, etc.). Attend all scheduled staff and other administrative meetings. Maintain regular and punctual work attendance. Perform other duties as assigned.

Certification & Licenses: Notary public certificate or achieve certification. Valid Hawaii drivers' license, preferred.

Equal Employment Opportunity Employer. Minorities/Women/Veterans/Disabled