Under the direction of the General Manager, the Project Coordinator is responsible for supporting all phases of the project management process for multiple survey projects for multiple project managers. He or she creates and executes project schedules, ensures project documents are complete, current and stored appropriately, assembles project specific documentation, enters contacts into TerraSond’s CRM program, schedules meetings, trainings, conferences and rental equipment. He or she also provides general clerical support to the Alaska office to include answering phones, scanning, photocopying, filing, and shipping and receiving, The Project Coordinator is also responsible for arranging and tracking employee travel including air, hotel, cab service, and rental cars and running errands as needed.
Essential Duties and Responsibilities:
Operate multi-line phone system. Answer phones in a professional manner, direct calls and take messages as appropriate
Arrange national and international shipping through FedEx, USPS, UPS and DHL
Assist all staff members as needed with filing, scanning, photocopying, binding, data entry, printing labels, preparing mass mailings and other documentation preparation projects
Prepare special reports, word processing, research information, compose, type, proofread and copy correspondence
Schedule travel to include flight reservations, flight changes, cab service, hotel bookings and rental car arrangements by using various methods to keep travel costs to a minimum such as Griffin Travel, Travelocity, and Alaska Airlines accounts.
Track flight costs and schedules in travel logs, Travel Calendar, flight spreadsheet and matching charges for flights to the monthly credit card expense report
Complete all company HSE training; actively participate in regular safety meetings, take meeting notes and minutes
Assist with the requisition data collection instruments required for survey, engaging rental agencies and negotiating rates as necessary
Assist with project logistics to include scheduling staff, coordinating equipment, and making travel arrangements,
Schedules and tracks the scheduling of project activities
Track Change Management documentation
Collects change order inquiry, request and approval documents to ensure that all changes are captured Plan and conduct staff meetings to ensure team is updated on workflow
Knowledge, Skills and Abilities
Excellent oral and written communication skills, to include a clear speaking voice in the English language
Interface with vendors and employees in a professional and courteous manner, both in person and over the phone
Strong organizational skills and ability to multi-task and prioritize
Demonstrated commitment to safety principles and protocols
Working knowledge of personal computers including word processing, database and spreadsheet applications
Ability to maintain strict confidentiality
Must be able to handle multiple interruptions and adjustment to priorities throughout the day
Required Background and Experience:
A High School Diploma, GED or equivalent
2 years of relevant experience or training
Experience with answering and transferrin calls on a multi-line phone system
Proficient in Microsoft Suite programs especially Microsoft Outlook
Travel and logistics experience highly desirable
Tools and Equipment Used:
Standard office equipment including personal computer, multi-line telephone system, portable phone, fax machine, copier/scanner, postage machine, card scanner, 10 key calculator, multiple printers and coffee makers
Certifications and Licenses Required:
Work is performed in an indoor office environment and requires sitting for long periods of time. Responsibilities may require an adjusted work schedule, long days and evening/weekend hours in order to meet deadlines.
TerraSond is committed to a drug free workplace. Drug screening and background checks are required.
Press here to select and complete a job inquiry.
If you require an accommodation to complete the application please contact TerraSond’s HR department at (907) 745-7215 x 147.
TerraSond is an Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. TerraSond does not discriminate in employment opportunities or practices on the basis of: race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by country, regional or local law.