Program Coordinator in Tampa, Florida at Liberty Alliance LLC

Liberty Alliance is seeking an experienced Program Coordinator to support Liberty Alliance Program Managers, leadership, and cross-functional teams in the planning, coordination, execution, and closeout of company programs, projects, events, and customer engagements.

This position is responsible for maintaining organization across multiple concurrent efforts, coordinating meetings and travel, tracking action items and deliverables, supporting reporting requirements, maintaining program documentation, and helping ensure operational and administrative requirements are completed on time.

The Program Coordinator frequently works across Program Management, Operations, Finance, Logistics, Technical, Security, HR, vendors, partners, and customers and must be comfortable operating in a fast-paced environment where priorities and requirements may change quickly.

• Support Program Managers with day-to-day execution of multiple projects and programs.
• Track action items, deadlines, milestones, deliverables, risks, approvals, and follow-up requirements.
• Maintain project schedules, trackers, dashboards, status reports, and recurring program reports.
• Coordinate inputs from multiple departments and follow up on outstanding requirements.
• Maintain project documentation, shared repositories, contact lists, distribution lists, and program records.
• Support development and maintenance of SOPs, templates, lessons learned, and standardized program processes.
• Assist with project startup, execution, closeout, and onboarding documentation.
• Identify gaps, overdue actions, or coordination issues and elevate them to the appropriate Program Manager or leadership.
• Completes all other tasks and duties as needed to help drive Liberty Alliance’s Vision, fulfill our Mission, and abide by our organization’s values.

• Coordinate internal, customer, partner, and leadership meetings.
• Prepare agendas, read-aheads, briefing materials, attendance lists, and meeting packages.
• Capture detailed meeting minutes, decisions, tasking, action items, owners, and deadlines.
• Follow up with stakeholders to ensure assigned actions are completed.
• Prepare and format reports, presentations, executive summaries, correspondence, and other program materials.
• Support recurring PMO and leadership reporting requirements.
• Maintain accurate and current program records and ensure documentation is properly organized and accessible.

• Coordinate domestic travel for employees, contractors, leadership, and project personnel.
• Arrange flights, lodging, rental vehicles, itineraries, and travel summary documentation.
• Manage changes, cancellations, extensions, and other travel-related requirements.
• Communicate travel details and ensure travelers have the information required for successful execution.
• Maintain travel records, receipts, expense documentation, and reimbursement support.
• Coordinate lodging blocks and group travel requirements for larger events or projects.

• Support planning and execution of company events, demonstrations, exercises, conferences, customer visits, and other operational activities.
• Coordinate registration, RSVPs, participant rosters, check-in, badging, and attendee accountability.
• Support visitor coordination, facility access, arrival information, parking, meeting spaces, and onsite logistics.
• Coordinate venues, catering, transportation, lodging, vendors, signage, supplies, equipment, and event materials.
• Assist with event setup, pack-out, breakdown, and recovery as required.
• Maintain participant and organization information and support daily attendance or accountability reporting when needed.
• Assist with after-action reviews, lessons learned, event reports, and closeout documentation.

• Coordinate purchase requests, vendor quotes, order tracking, and supporting procurement documentation.
• Communicate with vendors regarding pricing, availability, delivery, and service requirements.
• Maintain receipts, invoices, approvals, and supporting records.
• Assist with expense reporting and program cost documentation.
• Support Program Managers and Finance with tracking project-related purchases, travel, and other direct costs.

• Serve as a coordination point between Program Managers, internal departments, customers, vendors, partners, and external stakeholders.
• Maintain professional and timely communication with government and commercial customers.
• Coordinate visits, meetings, follow-ups, information requests, and other stakeholder requirements.
• Ensure Program Managers and leadership remain informed of emerging issues, schedule changes, outstanding actions, and deadlines.
• Maintain discretion when handling proprietary, confidential, personnel, customer, or company-sensitive information.

• 2+ years of experience in program coordination, project coordination, operations, administrative support, event coordination, government contracting, or a related environment.
• Strong organizational and time-management skills.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Strong written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Ability to work independently, take ownership of assigned responsibilities, and escalate issues when appropriate.
• Professional demeanor and ability to interact effectively with leadership, customers, vendors, and cross-functional teams.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability and willingness to travel up to 30%.
• Ability to support occasional early mornings, evenings, weekends, or extended hours when required for travel, events, or program execution.

• Experience supporting Program Managers or PMO functions.
• Experience coordinating business travel, meetings, events, or customer engagements.
• Experience preparing meeting minutes, status reports, trackers, presentations, and executive correspondence.
• Familiarity with SharePoint, Jira, Confluence, or other project/document management systems.
• Experience working with vendors, procurement requests, expense documentation, or purchasing processes.
• Familiarity with government contracting, defense, aviation, technology, unmanned systems, or other mission-focused environments is a plus.

This position requires up to 30% travel based on program and operational requirements. Travel may include support to customer locations, company facilities, demonstrations, exercises, conferences, and multi-day events.

The Program Coordinator must be comfortable working in both traditional office environments and temporary event or operational environments. Some assignments may require early mornings, evenings, weekends, or schedule flexibility based on customer and program needs.

The ideal candidate is highly organized, proactive, dependable, and comfortable taking ownership of coordination requirements from initial planning through completion. The individual should be able to anticipate needs, maintain attention to detail under pressure, communicate professionally, and keep multiple teams aligned while adapting to changing priorities.