Contract Project Coordinator

THE COMPANY

Careerminds is a leader in career transition and coaching solutions, helping organizations support employees through change while enabling workforce growth and development. Our product portfolio includes market-leading Career Transition and Coaching Services as well as Progression, our application for Career Frameworks and progression planning.

THE ROLE

The Project Coordinator is a core operational support role within Talent Solutions Operations, responsible for coordinating the day-to-day logistics and administrative activities required to successfully deliver Talent Solutions programs. The Project Coordinator works closely with Project Managers, consultants, coaches, facilitators, clients, and internal teams to ensure programs are well-organized, materials and systems are prepared, milestones are tracked, and all parties have the information and support needed for successful delivery.

This role supports a variety of Talent Solutions products, including Executive Coaching, Accelerator, custom leadership development programs, single-offering Group Development programs, and assessment administration. The Project Coordinator also provides support for virtual and in-person program logistics, reporting and systems administration, consultant and facilitator coordination, and expense management. Success in this role requires strong organization, attention to detail, proactive communication, follow-through, and the ability to effectively manage multiple priorities in a fast-paced, client-focused environment.

This is a 100% remote/work-from-home role.

THE KEY RESPONSIBILITIES

Project Coordination & Delivery

• Partner with Project Managers to coordinate the resources, logistics, materials, and activities required for successful program delivery.

• Track engagement milestones and deliverables, proactively following up with consultants and internal stakeholders to ensure timely completion.

• Coordinate program materials, including editing, formatting, branding, printing, shipping, and preparation of client-ready documents.

• Assist coaches and facilitators with scheduling tools and participant signup processes, manage the signup process to ensure high engagement

• Track consultant and facilitator assignments across active engagements to support utilization and availability.

• Collect, edit, format, and distribute consultant reports and coaching midpoint and summary reports in accordance with established processes.

• Format, print, edit, brand, and produce client-ready materials for Talent Solutions ensuring documents are free from errors and consistent in format and branding. Proofread training content and other client-facing materials for accuracy, consistency, formatting, and quality.

• Provide regular, proactive communication to ensure all parties have clear information on program logistics and other relevant background.

Assessment & Virtual Session Support

• Coordinate assessment administration, including assessment selection, participant distribution and communication, completion tracking, reporting, and distribution of results.

• Prepare individual and group assessment reports and materials for coaching, development, and group sessions.

• Coordinate logistics for webinars and virtual sessions, including meeting setup, calendar coordination, and distribution of access information.

• Serve as a webinar Producer for assigned sessions, managing breakout rooms, monitoring chat, supporting participants, and troubleshooting basic technical issues.

Reporting & Systems Administration

• Maintain accurate program, engagement, and pipeline information in Salesforce or another designated system of record.

• Prepare and distribute recurring pipeline, survey, and dashboard reports, as well as ad hoc reporting as requested.

• Maintain accurate records and documentation related to client engagements, consultants, assessments, and program delivery.

Expense & Administrative Support

• Review consultant invoices and expense reports, working with consultants and Finance to resolve discrepancies and support timely payment.

• Track engagement-related expenses, including assessment expenses, for billing and reporting purposes.

• Edit and format consultant biographies and other materials as needed.

• Coordinate recurring consultant meetings and provide email and phone support to Partners, consultants, and other Talent Solutions stakeholders.

• Monitor shared inboxes, respond to inquiries in a timely manner, and route requests to the appropriate team members.

• Support additional operational and administrative activities that contribute to the effective delivery of Talent Solutions programs.

THE MUST-HAVES

• 1–3 years of experience in a professional business environment, preferably in project coordination, operations, professional services, consulting, or a client-facing role.

• Experience coordinating multiple projects, assignments, or processes simultaneously, with the ability to prioritize competing deadlines and maintain accurate records.

• Strong organizational skills, attention to detail, and follow-through.

• Excellent written and verbal communication skills, with the ability to build strong working relationships with clients, consultants, facilitators, and internal stakeholders.

• Demonstrated ability to work independently, take ownership of responsibilities, and collaborate effectively across teams.

• Proactive and solutions-oriented approach, with the ability to identify issues, ask questions, and recommend process improvements.

• Ability to learn and effectively use new systems, processes, and technologies.

• Advanced proficiency in Microsoft Office, particularly PowerPoint, Word, and Excel.

THE NICE-TO-HAVES

• Experience with Salesforce or another CRM/system of record preferred.

• Experience with SurveyMonkey or similar survey tools preferred.

• Experience supporting virtual meetings, webinars, or event logistics preferred.

At Careerminds, we believe that diversity in thought and cultural background leads to better teams and stronger companies. We seek talented, qualified employees, regardless of race, color, sex/gender (including pregnancy, gender identity, and gender expression), national origin, religion, sexual orientation, disability, age, marital status, citizen status, veteran status, or any other protected classification under country or local law. Careerminds is proud to be an Equal Employment Opportunity Employer.

Come join our team. Together, we’ll help others tell their career stories and land their dream jobs.