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Project Coordinator II
Ref No.: 17-00119
Location: Duluth, Georgia
 Provide administrative support to IT R&D team by completing expense reporting; coordinate travel; and other administrative duties as assigned.
Performs a wide variety of general administrative functions, to include but not limited to daily office maintenance (paper, toner, postage, kitchen); supply inventory maintenance; research; create and update lists; accept front desk deliveries; sort and distribute mail and express packages; maintain conference room schedules; handle catering requirements for meetings. 
Plans and organizes team programs and activities, as well as all related processes and operational duties, to keep all related processes running smoothly.
Schedules and coordinates efforts with team members, third party vendors, and customer resources in order to deliver services according to plan. 
Acts as the main contact for Procurement, Legal and 3rd Party Vendors.
Responsible for maintaining spreadsheets & sharerooms, creating newsletter and reports, maintaining the office space and bring to the attention of manager any issues which he/she cannot resolve.
Major Responsibilities:
  1. Creates & manages 3rd party vendor contracts for review and approval – working with vendor,  team, & legal
  2. Maintains and manages all tracking tools – facilitating updates from team
  3. Arranges meetings, teleconferences, and facilitation meetings, including attendee availability and confirmation, room assignment, catering and documentation as required.
  4. Maintains team Sharepoint sites (sharerooms), facilitating gathering monthly status updates and completing newsletter – offering ideas & recommendations for improvement.
  5. Book travel arrangements, creating travel itineraries
  6. Complete and process expense claims
  7. Provides administrative and tracking support as requested
  8. Process Accounts Payable invoices from 3rd party vendors, following defined processes.
  9. Act as backup to Executive Admin, IT.
  • Excellent communication skills both verbal and written.
  • Strong organizational & personal workload management
  • Strong initiation skills and results-oriented mindset
  • Adaptability, versatility with administrative and facilitation skills to keep activities focused on objectives
  • Proficient in MS Office - Word, Visio, PowerPoint, Publisher, and Excel
  • Proficient in MS Sharepoint 2010 & 2013
  • Proficient in Oracle iProcurement software
  • Proficient in Concur Travel software
  • Proficient in 3rd Party Vendor Contracts – contract types/purpose, managing creation to full execution, managing vendor communication.
  • Ability to prioritize effectively and handle shifting priorities professionally
  • Ability to work independently with little guidance and supervision
  • Strong interpersonal skills
  • Minimum 5 years of experience performing receptionist or administrative assistant job duties
  • Minimum High School diploma or equivalent
  • Ability to perform on a high-delivery team
  • Strong reasoning and problem solving skills
  • Self-motivator and focused on delivering technical solutions for business benefit
  • Proven track record of reliability
  • Pleasant telephone demeanor and professional appearance
  • Willingness to listen, learn, & master tasks quickly in fast paced environment
Education: Minimum High School diploma or equivalent