Project Coordinator II

South San Francisco, CA 94080

Posted: 08/13/2018 Employment Type: Contract Industry: Project Management Job Number: 4620

Our client is a leading biotechnology company that discovers, develops, manufactures and commercializes medicines to treat patients with serious or life-threatening medical conditions. They are among the world' s leading biotech companies, with multiple products on the market and a promising development pipeline.

 

Duties: KEY ACCOUNTABILITIES:

General administrative assistance including but not limited to:

Responsible for creating and maintaining Project Team master calendars Responsible for creating and maintaining Project Team distribution lists Extensive calendaring and meeting coordination, for Project Team as well as assigned key project team members Arranges and coordinates logistical support for meetings, events, and activities both on and off-site Travel arrangement preparation, including pro-active calendaring of complex meetings, including being the point of contact for guests and presenters Processing of assigned team members' expense reports Responsible for working with Project Management to coordinate and minute regularly scheduled Project team meetings, including preparation of agendas, capturing and issuance of meeting minutes Order catering and office supplies for a variety of meetings and events, greet visitors, disseminate information Ensures the purchase of required office, computer, and telecommunications equipment to support the Project Team Assist in planning of teambuilding and collaboration activities for the Project Team Identify and anticipate needs of the group and plan work activities accordingly. Look for areas of activity overlap with co-workers and leverage resources to maximize time, resources and dissemination of information Additional responsibilities include filing, photocopying and distribution of documents, disseminating of incoming mail, and generally providing administrative assistance as necessary

Project Document Coordination Support:

Manage and maintain Project Team' s documentation (for project management, engineering design, procurement, construction, and commissioning), in electronic document management systems Serve as the subject-matter-expert for Project Team knowledge-management repositories, leveraging various electronic document management systems and databases (i.e. Touchpoint, PKM, Google Apps software) and reporting tools Assist in management of Project Team' s visual management performance systems (Planning Board, iObeya, SQDEC, metrics, performance dashboards, key performance indicators). Support any additional project management deliverables, tracking, metrics, and reporting.

Provide additional ad hoc project/program management support, as defined by Project Team Lead Coordinate development of Project Turnover documents

 

 

Skills: COMPETENCIES IDENTIFIED FOR SUCCESS:

The Administrative Associate / Project Documentation Coordinator must be responsible, reliable, and a self-starter.  Individual must possess strong, positive interpersonal skills and demonstrated experience indicating attention to detail, organizational and follow up skills.  Able to successfully support multiple projects simultaneously and meet set deadlines.  Able to handle routine and impromptu assignments with minimal supervision. Demonstrate flexibility to take direction on assignments from Manager and co-workers yet demonstrate autonomy in managing time and priorities.  Demonstrate excellent communication skills (both written and verbal).  Fully utilize full suite of PC/Mac software applications, as well as multiple document management platforms.  Able to work independently, display proactive problem solving and good judgment within agreed parameters. Exercise discretion with sensitive/confidential information.

 

The successful candidate will be a seasoned administrative / project documentation coordination professional with a proven record of success working in fast-paced environments that requires a high-level of professionalism, organization, attention to detail and accuracy. Individual must possess strong, positive interpersonal skills and have the ability to work with diverse individuals.  Must be willing and able to handle large volume of routine work, as well as undertaking more challenging tasks while consistently delivering accurate and timely work product.  Further, it is critical the Administrative Associate / Project Documentation Coordinator has strong ability to remain poised in such a fast-paced environment and forms and effective network and strong working relationships with peers.

 

JOB QUALIFICATIONS:

Self-starter with excellent time management and organizational skills with proactive approach that is results-focused.

Demonstrated ability to work in a team-oriented, collaborative environment Demonstrated ability to communicate clearly and professionally, both verbally and in writing Advanced knowledge and experience using and maintaining electronic document management systems Strong administrative technical skills using MS Word, Excel, PowerPoint, Corporate Time Calendar required.  Proficiency with Genentech standard applications  preferred Demonstrated effective time management and organizational skills Demonstrated change management skills, as well as versatility in responding to change Demonstrated project coordination and workflow management skills Demonstrates a sense of urgency and proactive approach that is results-focused

 

 

Education: EXPERIENCE/EDUCATION:

5+ years experience as a senior level administrative assistant in a

5+ fast-paced environment

2+ years of project management / project documentation coordination

2+ experience years experience in construction or design engineering

2+ coordination position (preferred)

Experience in working with remote teams (preferred) AA degree or equivalent experience required (Bachelors degree preferred)

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