Project Coordinator at APCO Holdings – Ponte Vedra, Florida

Key Responsibilities

Resource Planning and Allocation

• Maintain the central resource management plan, tracking the availability, capacity, and utilization of all assigned project personnel (internal and external).
• Coordinate with functional managers and the Project Manager to identify and secure necessary resources for project tasks and phases.
• Monitor resource allocation to prevent over-utilization or capacity conflicts across different projects.
• Proactively flag and escalate resource shortages, skill gaps, or potential bottlenecks to the Project Manager.
• Assist in onboarding new team members by ensuring they have the necessary access, tools, and project information.

Timesheet Management and Reporting

• Administer the project's time tracking system, ensuring all team members submit accurate and timely weekly timesheets.
• Review and validate timesheet entries against scheduled project tasks, escalating discrepancies or adherence issues to the Project Manager.
• Generate regular time and effort reports to analyze actual hours worked against planned effort and budget estimates (Earned Value analysis support).
• Provide regular reports on team utilization and billable hours to support invoicing and financial tracking.

Budgeting and Financial Control Support

• Assist the Project Manager in tracking the project budget, monitoring expenditures, and comparing actual costs against the budget baseline.
• Process and track project-related purchase orders, invoices, and vendor payments, ensuring accurate financial record-keeping.
• Report on budget variances and financial risks, providing data to support budget forecasting and burn-rate analysis.
• Organize and maintain all project-related financial documentation (invoices, contracts, expense reports).

Communication and Documentation

• Serve as a central point of contact for routine communication between the Project Manager, project team, and functional department leads.
• Organize, store, and maintain all official project documentation, ensuring files are up-to-date, secure, and easily accessible.
• Prepare and format project status reports and presentations for stakeholders and management.

Qualifications and Skills

• Strong proficiency in project management tools (e.g., Microsoft Project, Smartsheet, Jira, Trello) and Microsoft Office Suite, particularly Excel for data analysis and reporting.
• Demonstrated experience with resource scheduling and time management tools.
• Excellent organizational, time management, and meticulous attention to detail.
• Strong verbal and written communication skills with the ability to interact effectively with all levels of the organization.
• Basic understanding of project management principles (e.g., Waterfall, Agile) and project budgeting/financial tracking.
• Ability to work independently, prioritize multiple tasks, and maintain composure in a fast-paced environment.