Program Coordinator

About the role

We are seeking a Program Coordinator to provide administrative and document control support functions for established project programs at a client site in Bliane, WA. This position reports to Eichleay’s Support Services Department Manager and will support project managers, engineers and project controls for the program.

Responsibilities

• Provide support to Project Managers, Project Controls, Field Coordinators, third party engineering companies and other staff or contractors.
• Liaison between the program and/or project and various departments using tact, discretion, respect, and courtesy to develop effective working relationships.
• Support Project Managers with project documentation and project assistance, as requested.
• Aid in clerical, filing, scanning, printing, building binders/booklets, organizational, and overall general needs.
• Maintain tracking registers and project filing.
• Use Outlook to schedule meetings, coordinate calendars/resources, and setup project distribution lists.
• Act as a scribe for program or project meetings as requested; compile action items and submit to supervisors of meetings; take meeting notes and distribute.
• Aid in new hire onboarding, including set up IT equipment requirements for new hires, transfers, and third-party contractors (i.e., computers, monitors, keyboard/mouse, docking stations).
• Generate Help Desk tickets in support of these groups.
• Receive, log, and distribute Request for Information (RFIs), following up to ensure timely response.
• Aid Project Managers to ensure IFA comments are captured and entered on the IFA master log.
• Project documentation responsibilities, including:
• Review engineering packages for quality and compliance with client document management standards and policies.
• Assemble and issue engineering packages for small capital refinery projects.
• Timely turnover of project closeout deliverables, CAD files, SPI documentation, redlines, As-built drawings, QA/QC documents and final vendor documentation.
• Set up project folders and complete the project file index requests.

Requirements

• Education: High School diploma
• Experience: 5 years’ experience; or equivalent combination of education, training and experience
• Location: Based at a Client Site in Blaine, WA. Monday through Thursday onsite and the option to work from home on Fridays, with prior approval from the program manager.
• Skills: Proficient with Microsoft Excel, Outlook, PowerPoint, Teams, Visio, Word; Adobe, Bluebeam Revu, Maximo, Snag-It, and other specific software applications.
• Excellent written and verbal communication skills.
• Strong organizational skills and ability to manage multiple tasks and requests.
• Handle information of a confidential nature.
• Work under pressure to agreed deadlines and cope with change.
• Self-motivated to prioritize and manage potentially conflicting situations.
• Demonstrate a “can do” attitude as a key team member with flexibility, enthusiasm, reliability, and discretion.
• Travel: Travel outside the area is expected to be minimal, less than 10%

Company Overview

Eichleay is a dynamic organization with over 150 years of experience in delivering project management and engineering solutions across various industries, including energy and chemicals, power generation, life sciences, mining, and food and beverage. We are committed to innovation, excellence, and building long-lasting relationships with our clients.

Qualifications

• HHFT Safety Training and current card or ability to obtain.
• Client Safety Training and current badge or ability to obtain.
• TWIC Certification and current card or ability to obtain. TWIC card must be obtained prior to start date or start date may need to be adjusted.
• Background screening including previous employment, education, criminal history, and driving record verification.
• Participation in random drug and alcohol programs.