Project Coordinator

Job Description:

We are a leader in the automotive training industry, seeking an experienced Project Coordinator to join our dynamic team. This full-time, onsite position is based at our training facility in Franklin, TN. The Project Coordinator will play a crucial role in supporting daily project operations in collaboration with our Project Managers. This role focuses heavily on organization, quality management, and ensuring the successful delivery of projects that align with client strategic objectives, on time and within budget.

Key Responsibilities:

• Project Support: Assist Project Managers with project tasks, ensuring specifications and deadlines are met. Help coordinate various elements to guarantee smooth execution.
• Training Preparation: Prepare training materials, organize participant rosters, and manage classroom setup to ensure a seamless training experience.
• Event Coordination: Handle all aspects of event logistics, including setting up and tearing down training classrooms, managing catering menus, snacks, and coordinating meals for participants and staff.
• Team Collaboration: Actively participate in project meetings, provide input for process improvements, and align project activities with team objectives.
• Workflow Coordination: Facilitate communication and project updates to keep all stakeholders aligned with key milestones and maintain a streamlined workflow to meet objectives.
• Documentation Management: Maintain project-related paperwork, ensuring all documents are current, properly filed, and easily accessible for team use.
• Production Assistance: Provide logistical and production support for in-person training events, ensuring smooth operation and participant engagement.
• Calendar Management: Ensure strategic planning of calendar for program, client, and internal team.

Qualifications:

• Education: College degree preferred.
• Experience: Minimum of 1-2 years in project coordination. Experience in the training or automotive industry is a plus.
• Technology Proficiency: Must be highly proficient with technology, including:
  • Proficient skills in Microsoft Office Suite.
  • Experience with project management tools like Monday.com or similar software.
  • Adaptability in learning new software tools and digital systems.
  • Proficient in basic computer setups, including HDMI connections, AV equipment, and general troubleshooting of hardware issues.
• Key Skills:
  • Strong organizational and multitasking abilities, with keen attention to detail.
  • Flexibility in a fast-paced environment with the ability to adapt to changing project scopes and timelines.
  • Self-starter with excellent follow-through on various responsibilities and minimal supervision required.
  • Strong interpersonal skills, capable of effectively interacting with vendors, colleagues, and clients at all levels, both in-person and virtually.
  • Excellent written and verbal communication skills.
  • Team-oriented with a positive, professional demeanor and a strong work ethic.
  • Excellent judgment and problem-solving capabilities, focused on high-quality results.
• Event & Catering Management: Experience or comfort in handling event logistics, including catering coordination and meal planning.

Salary and Benefits:

• Competitive salary based on experience.
• Comprehensive benefits package, including:
  • Group Health, Dental, and Vision Insurance.
  • 401(k) plan.
  • Paid Vacation and Sick/Personal Time.

A Day in the Life of a Project Coordinator:

• Classroom & Training Prep: For in-person training sessions, you ensure the training room is set up properly. This includes hooking up projectors, connecting HDMI cables, organizing training materials, and setting up participant rosters. You also coordinate lunch catering, verify snack setups, and continuously check on breakroom areas throughout the day—refilling coffee, restocking snacks and beverages, and ordering low inventory items as needed.
• Documentation & Admin: You manage project paperwork, updating files, preparing meeting notes, and ensuring all documents are accurately filed and easily accessible. This may involve drafting new documentation, reformatting materials, and preparing resources for upcoming training sessions.
• Virtual Event Support: During live virtual training sessions, you assist with production tasks such as monitoring the chat for questions, troubleshooting technical issues, and coordinating with the facilitator to ensure smooth execution.

Key Aspects of the Role:

• Multitasking: This role requires the ability to switch between various tasks—ranging from logistical setup for training events to managing project timelines and handling client communications.
• Hands-On Support: A blend of administrative oversight and hands-on assistance is key, whether it's setting up a training room or troubleshooting a technical issue.
• Collaboration: A significant portion of your day involves working closely with Project Managers, clients, vendors, and internal teams to ensure successful project execution.
• Problem Solving: You'll frequently encounter unexpected issues, like catering mix-ups or technical glitches during virtual sessions, and need to quickly develop solutions to keep everything on track.

This role offers a dynamic mix of planning, coordination, and execution, making each day unique and highly engaging.