Project Coordinator

We need to output HTML fragment with sections: About the role (description), Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. The posting includes description (first paragraph after Job Type). Then responsibilities: many bullet-like sentences under "Description" but they are not explicitly labeled. However we can treat the description as responsibilities. There's a "Requirements" section with bullet points. There's "Minimum Qualifications" and "Preferred Qualifications". There's no explicit Skills section but we could combine qualifications and skills. There's no Benefits, Pay, Schedule mentioned. So we should not include those sections. We need headings:

for section headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We'll include only those with content: About the role (maybe from description?), Responsibilities (maybe from description?), Requirements, Qualifications (minimum and preferred). Skills maybe not present; we could omit. We need to preserve all substantive information. Use

• for any list of duties/requirements/benefits. Use

  for prose. We need to not repeat job title as heading. No Job ID. We need to remove boilerplate: EEO etc. At end there is EEO statement; we should drop that. Also need to drop duplicated lines. We need to keep the "About Westwood Professional Services, Inc." as maybe "About the role"? Actually "About the role" heading is for description of role. The "About Westwood..." is company info; maybe we could put under "About the role"? But the instruction: use

  for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So "About the role" likely corresponds to the description paragraph at start. The company description maybe could be considered part of "About the role"? Not exactly. But we could include it as part of the description under About the role. Or we could create a separate section? Not in list. Probably we should incorporate company info into About the role description. Thus:

  About the role

  Westwood Professional Services, Inc. is seeking a Project Coordinator who will support project managers by maintaining project documentation and assisting with administrative and operational tasks for project teams. Prepares status reports and maintains project tracking systems to support timely communication and workflow management. Coordinates project schedules, RFP and procurement documentation, subconsultant onboarding, and the administrative coordination of due diligence activities to support organizational standards and project requirements. Assists with budget tracking, invoice processing, marketing materials, and other project administrative activities. Maintains project files, records, databases, and reporting tools to support accurate project monitoring and audit readiness. Continues to build and improve processes and workflows, provides exceptional customer service to internal and external clients, and communicates with project stakeholders to provide updates, resolve administrative issues, and facilitate project coordination activities.

  Then responsibilities: maybe we can extract bullet list from the description? But the description already includes many responsibilities. Could we split? The instruction: Use
  • for any list of duties/requirements/benefits. The description is prose, not a list. Could we keep as

    . Might be okay. But we have a separate "Requirements" section with bullet points. We'll output

    Requirements

    • ... each bullet. We need to capture each requirement line from "Requirements" block. The block after "Requirements" includes many sentences each starting with a capital letter and no bullet but separated by periods? Actually they are sentences separated by periods but not bullet list. We need to treat each as a list item. We'll split by sentences that start with a verb? Let's extract: - Provides support to multiple project managers. - Provides exceptional customer service to clients and project teams. - Coordinates administrative aspects of RFP/RFQ development and issuance, including document preparation, distribution, tracking, bid/proposal logs, and supporting evaluation documentation. - Coordinates subconsultant and vendor onboarding, including required forms, contract documentation, certificates of insurance, purchase orders, and internal setup requirements. - Supports administrative coordination of utility and due diligence activities by maintaining contact lists, schedules, requests, deliverable trackers, meeting documentation, and follow-up items. - Maintains project and program trackers for schedules, deliverables, action items, budgets, invoices, procurement activities, and consultant assignments across multiple concurrent projects. - Assists with preparation, formatting, proofreading, and organization of proposals, qualifications packages, presentations, project sheets, and marketing materials. - Prepares routine project correspondence, transmittals, meeting notes, status updates, and other administrative communications. - Reviews project files and submittal packages for administrative completeness, consistency, required documentation, and compliance with established filing and naming procedures. - Facilitates monthly invoice generation and preparation of supporting documents. - Assists project teams with monthly pay application processes. - Ensures certificates of insurance are on file and current for applicable contracts. - Monitors electronic file systems to ensure they are maintained as required for the project. - Monitors and leads Ironclad workflows and processes for the Program Management Division. - Supports contract administration process management. - Supports Master Services Agreement (MSA) amendments. - Supports process improvement, issue resolution, and education on Ironclad workflows. - Maintains data integrity across applicable project and program systems. - Serves as a primary point of contact for Ironclad-related needs for the Program Management Division. - Processes and reviews purchase order requisitions for completeness, contract compliance, and conformity to policies and procedures. - Coordinates and documents the closeout package compilation process. - Provides weekly progress updates to program director. - Maintains project and program information across applicable applications and systems. - Creates and maintains internal systems, templates, checklists, and trackers for program/project management. - Helps establish scalable processes and workflow improvements. - Maintains Power BI databases and related reporting information. - Assists project managers with administrative coordination of business licenses and permits as needed. - Supports change order tracking and coordination. - Tracks contract bids, RFP/RFQ responses, and proposal activities. - Supports end-of-week client reporting and monthly client check-ins. - Supports administrative review and maintenance of pricing models. - Assists with new project setup and required administrative documentation. - Performs other duties as assigned. That's many items. Now Qualifications: we have Minimum Qualifications and Preferred Qualifications. We'll combine under

      Qualifications

      maybe with two sub-sections? But we only have headings list; we could just list all qualifications as
      • . Could separate Minimum and Preferred but not required. We'll just list all. Minimum Qualifications lines: - High school diploma or equivalent - At least 3 years of administrative, project coordination, program administration, or related office experience. - Strong knowledge of office management, document control, and project coordination procedures. - Excellent verbal and written communication skills, including professional correspondence and proofreading. - Excellent interpersonal and customer service skills - Excellent organizational skills and attention to detail - Strong problem-solving skills - Excellent time management skills with a proven ability to meet deadlines - Proficient with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, or related software. - Ability to coordinate multiple concurrent projects, deadlines, deliverables, and stakeholders. - Ability to work independently, exercise sound judgment, identify missing information, and follow routine administrative matters through completion. - Ability to learn and work effectively in multiple projects, contract, document management, and reporting systems. Preferred Qualifications lines: - Bachelor's degree in business administration, communications, or a related field. - 4+ years of administrative, project coordination, program administration, or related experience. - Experience supporting professional services, consulting, economic development, public-sector programs, or a similar project/program environment preferred, not required. - Experience supporting RFP/RFQ, procurement, subconsultant/vendor onboarding, or contract administration activities preferred, not required. - Experience supporting proposal development, presentations, qualifications packages, or marketing materials preferred, not required. - Ironclad experience preferred, not required. - Deltek Vantagepoint experience preferred, not required. - Power BI, Trello, or similar project tracking/reporting system experience preferred, not required. We'll output as list. We need to ensure we don't include boilerplate like EEO etc. Already omitted. Now output HTML fragment only. Let's craft:

        About the role

        Westwood Professional Services, Inc. is seeking a Project Coordinator who will support project managers by maintaining project documentation and assisting with administrative and operational tasks for project teams. Prepares status reports and maintains project tracking systems to support timely communication and workflow management. Coordinates project schedules, RFP and procurement documentation, subconsultant onboarding, and the administrative coordination of due diligence activities to support organizational standards and project requirements. Assists with budget tracking, invoice processing, marketing materials, and other project administrative activities. Maintains project files, records, databases, and reporting tools to support accurate project monitoring and audit readiness. Continues to build and improve processes and workflows, provides exceptional customer service to internal and external clients, and communicates with project stakeholders to provide updates, resolve administrative issues, and facilitate project coordination activities.

        Responsibilities

        • Provides support to multiple project managers.
        • Provides exceptional customer service to clients and project teams.
        • Coordinates administrative aspects of RFP/RFQ development and issuance, including document preparation, distribution, tracking, bid/proposal logs, and supporting evaluation documentation.
        • Coordinates subconsultant and vendor onboarding, including required forms, contract documentation, certificates of insurance, purchase orders, and internal setup requirements.
        • Supports administrative coordination of utility and due diligence activities by maintaining contact lists, schedules, requests, deliverable trackers, meeting documentation, and follow-up items.
        • Maintains project and program trackers for schedules, deliverables, action items, budgets, invoices, procurement activities, and consultant assignments across multiple concurrent projects.
        • Assists with preparation, formatting, proofreading, and organization of proposals, qualifications packages, presentations, project sheets, and marketing materials.
        • Prepares routine project correspondence, transmittals, meeting notes, status updates, and other administrative communications.
        • Reviews project files and submittal packages for administrative completeness, consistency, required documentation, and compliance with established filing and naming procedures.
        • Facilitates monthly invoice generation and preparation of supporting documents.
        • Assists project teams with monthly pay application processes.
        • Ensures certificates of insurance are on file and current for applicable contracts.
        • Monitors electronic file systems to ensure they are maintained as required for the project.
        • Monitors and leads Ironclad workflows and processes for the Program Management Division.
        • Supports contract administration process management.
        • Supports Master Services Agreement (MSA) amendments.
        • Supports process improvement, issue resolution, and education on Ironclad workflows.
        • Maintains data integrity across applicable project and program systems.
        • Serves as a primary point of contact for Ironclad-related needs for the Program Management Division.
        • Processes and reviews purchase order requisitions for completeness, contract compliance, and conformity to policies and procedures.
        • Coordinates and documents the closeout package compilation process.
        • Provides weekly progress updates to program director.
        • Maintains project and program information across applicable applications and systems.
        • Creates and maintains internal systems, templates, checklists, and trackers for program/project management.
        • Helps establish scalable processes and workflow improvements.
        • Maintains Power BI databases and related reporting information.
        • Assists project managers with administrative coordination of business licenses and permits as needed.
        • Supports change order tracking and coordination.
        • Tracks contract bids, RFP/RFQ responses