Project Coordinator Sr.

Location: Alameda, CA (100% Onsite)
Pay Rate: $34-36/hour

About the Role

The Senior Project Coordinator plays a critical role in supporting the successful execution of projects by driving follow-through on project activities, facilitating project meetings, and providing administrative and operational support for compliance-related initiatives. This role serves as a central coordination point among project teams, stakeholders, and business partners to ensure project activities remain on schedule, risks and action items are tracked, and compliance requirements are effectively supported. The ideal candidate is highly organized, proactive, detail-oriented, and skilled at managing multiple priorities in a fast-paced, cross-functional environment.

Responsibilities

• Project Coordination & Execution
  • Coordinate and monitor project activities, milestones, deliverables, and timelines across multiple concurrent projects.
  • Track project progress and maintain accurate project schedules, status trackers, and documentation.
  • Follow up with project team members and stakeholders to ensure action items and deliverables are completed on schedule.
  • Identify project risks, dependencies, and potential delays, escalating issues to project managers and leadership when appropriate.
  • Help ensure projects remain organized, on schedule, and aligned with business objectives.
• Meeting Coordination & Stakeholder Support
  • Schedule, coordinate, and facilitate project meetings across cross-functional teams.
  • Prepare meeting agendas, capture detailed meeting minutes, and distribute follow-up action items.
  • Monitor outstanding action items and provide regular follow-up to ensure completion.
  • Serve as a liaison between project teams, business partners, and stakeholders to promote effective communication and collaboration.
• Reporting & Documentation
  • Maintain project documentation, trackers, and project records.
  • Prepare project status reports, dashboards, executive summaries, and presentation materials.
  • Support leadership with reporting on project progress, milestones, risks, and key metrics.
  • Ensure project documentation is accurate, organized, and readily accessible.
• Compliance & Administrative Support
  • Provide administrative and operational support for compliance-related initiatives and project activities.
  • Assist with maintaining documentation to support internal compliance processes.
  • Coordinate project documentation and records in accordance with organizational standards.
  • Support additional project and administrative activities as assigned.

Requirements

• Bachelor's degree in Business Administration, Project Management, Information Systems, or a related field, or equivalent work experience.
• Minimum of 2 years of project coordination, project management support, or program support experience.
• Experience coordinating multiple projects simultaneously within a cross-functional environment.
• Experience tracking project schedules, milestones, action items, risks, and dependencies.
• Strong meeting facilitation skills, including preparing agendas, documenting meeting minutes, and following up on deliverables.
• Excellent stakeholder management and cross-functional communication skills.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including:
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Teams
  • Microsoft Outlook

Preferred Qualifications

• Experience supporting compliance, quality, regulatory, or other controlled business processes.
• Experience using project management tools such as Microsoft Project, Smartsheet, Jira, Monday.com, Asana, or similar platforms.
• Experience creating project dashboards, executive reports, and status presentations.
• Experience with Microsoft Visio or process mapping/flowchart software is a plus.
• Experience working within biotech, medical device, healthcare, pharmaceutical, or other regulated industries.