Project Coordinator

Job Title: Project Coordinator

Department: Siyeh Admin

Reports To: Siyeh Corporation Operations Manager

POSITION SUMMARY

The Project Coordinator supports the planning, execution, and successful completion of projects across the organization. This role works closely with the Operations Manager, project teams, and external stakeholders to coordinate activities, track progress, and ensure projects remain on schedule, within scope, and aligned with organizational and funding requirements. The Project Coordinator also supports projects funded by federal and state grants, with a focus on documentation, reporting, compliance, and coordination.

Key Responsibilities

Project Coordination & Administration

• Assist with project planning, scheduling, task tracking, and resource coordination
• Track project milestones, deliverables, budgets, and timelines to support on-time and on-budget completion
• Maintain accurate and up-to-date project documentation, files, and status reports
• Coordinate project meetings, prepare agendas, distribute materials, and document meeting notes and action items
• Serve as a point of contact for project team members and stakeholders, facilitating clear and timely communication
• Monitor project risks, issues, and dependencies; escalate concerns to management as appropriate
• Support project updates, change tracking, and communication efforts
• Ensure project activities comply with organizational policies, procedures, and standards

Grant-Funded Project Support

• Support projects funded by federal and state grants, ensuring activities align with approved scopes of work and funding requirements
• Assist with grant management activities, including tracking reporting deadlines, required deliverables, and compliance obligations
• Track grant-funded project budgets and expenditures in coordination with finance and project staff
• Support grant drawdowns and reimbursement requests by gathering required documentation and ensuring timely submission
• Maintain organized grant files, correspondence, and supporting documentation in compliance with record retention requirements
• Assist with preparation for grant monitoring visits, audits, and compliance reviews
• Monitor grant-related risks or compliance issues and escalate concerns as needed

Vendor & External Coordination

• Assist with vendor coordination, contract documentation, and deliverable tracking when applicable
• Support communication with funding agencies, partners, and external stakeholders as directed

Required Qualifications

• Associate’s or bachelor’s degree in business, project management, public administration, or a related field (or equivalent combination of education and experience)
• 1–3 years of experience in project coordination, project administration, or a related role
• Strong organizational, time management, and prioritization skills
• Excellent written and verbal communication abilities
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to manage multiple tasks in a fast-paced environment

Preferred Skills & Competencies

• Familiarity with project management tools such as Smartsheet, MS Project, Asana, or similar systems
• Basic understanding of project management methodologies (Agile, Waterfall, or hybrid)
• Knowledge of federal and state grant processes, including reporting, drawdowns, and compliance requirements
• Attention to detail with strong problem-solving and follow-through skills
• Ability to work effectively with cross-functional teams and diverse stakeholders
• Customer service–oriented mindset with adaptability and a willingness to learn

Work Environment

• Primarily office-based with regular interaction across departments and external partners
• May involve managing multiple projects and deadlines simultaneously