Project Coordinator in Port Charlotte, Florida at Emanuelson - Podas Inc

POSITION SUMMARY

This role provides administrative, project, and office coordination support for our team in Port Charlotte. The primary focus is to keep projects, schedules, communications, and administrative processes organized and moving forward efficiently. Success in this position requires strong organization, attention to detail, initiative, professionalism, discernment, and consistent follow-through. This is an in-office position requiring regular attendance.

OVERVIEW OF RESPONSIBILITIES

TEAM & ADMINISTRATIVE SUPPORT

• Coordinate calendars, meetings, schedules, and travel arrangements for assigned team members.
• Support meeting preparation, agendas, minutes, action items, and follow-up.
• Monitor assigned communications and ensure timely response and follow through.
• Serve as a central coordination point for the team and help prioritize competing requests.

PROJECT COORDINATION

• Maintain project information, schedules, milestones, deadlines, and team assignments within company systems.
• Monitor project progress and communicate upcoming deadlines, needs, and potential issues.
• Assist with project start up and closeout activities, file management, documentation, and project standards.
• Coordinate project reviews, quality assurance activities, signatures, submissions, approvals, permits, and other required actions.
• Track and coordinate recurring team requirements, including licensing, continuing education, reporting, site visits, and other applicable deadlines.
• Assist with research, including code or project related research, and help maintain current specifications, checklists, templates, and other project resources.

PROJECT & FINANCIAL ADMINISTRATION

• Coordinate project invoicing and invoice processing, ensuring accuracy and timely completion.
• Upload and track invoices and related documentation.
• Monitor receivables and communicate status updates to project managers.
• Support assigned team members with financial and administrative processes, including expense reconciliation and other recurring financial coordination.
• Assist with proposal preparation, reporting, scorecards, and other business development activities.

TEAM SUPPORT & CONTINUOUS IMPROVEMENT

• Follow up on commitments, deadlines, and action items.
• Promote consistent processes, systems, and organizational standards.
• Develop and maintain strong proficiency in Microsoft 365 applications, including Excel, Word, Outlook, and Teams, as well as project management, document management, accounting, and other business systems. Serve as a knowledgeable resource to the team in the effective use of these tools.
• Collaborate with the administrative team and other departments to support shared goals and ensure consistent processes.
• Identify opportunities to improve team coordination, efficiency, and overall operations.
• Demonstrate a high degree of ownership, organization, attention to detail, discretion, and accountability.
• Performs other duties as assigned.

OFFICE OPERATIONS

• Coordinate office supplies, vendors, equipment, deliveries, and facility-related needs.
• Process office related invoices and documentation.
• Help maintain an organized, professional, and efficient office environment.

KEY COMPETENCIES

• Attention to Detail and Accuracy
• Initiative, Ownership, and Accountability
• Organization and Prioritization
• Professional Communication
• Judgement and Decision Making
• Systems and Technical Competence
• Confidentiality and Discretion
• Reliability and Follow-Through

• 3–5+ years of experience in an administrative or coordinator role.
• Experience operating in a fast-paced, professional environment with multiple competing priorities.
• Experience working with and proficiency in Microsoft Office Suite applications (Outlook, Excel, PowerPoint, Word).
• Bachelor’s degree preferred, but not required.
• Must be authorized to work in the United States.

EP does not accept unsolicited resumes or candidate submissions from third-party recruiters or staffing agencies.