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
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Partner with Project Managers to coordinate the resources, logistics, materials, and activities required for successful program delivery.
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Track engagement milestones and deliverables, proactively following up with consultants and internal stakeholders to ensure timely completion.
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Coordinate program materials, including editing, formatting, branding, printing, shipping, and preparation of client-ready documents.
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Assist coaches and facilitators with scheduling tools and participant signup processes, manage the signup process to ensure high engagement
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Track consultant and facilitator assignments across active engagements to support utilization and availability.
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Collect, edit, format, and distribute consultant reports and coaching midpoint and summary reports in accordance with established processes.
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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.
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Provide regular, proactive communication to ensure all parties have clear information on program logistics and other relevant background.
Assessment & Virtual Session Support
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Coordinate assessment administration, including assessment selection, participant distribution and communication, completion tracking, reporting, and distribution of results.
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Prepare individual and group assessment reports and materials for coaching, development, and group sessions.
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Coordinate logistics for webinars and virtual sessions, including meeting setup, calendar coordination, and distribution of access information.
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Serve as a webinar Producer for assigned sessions, managing breakout rooms, monitoring chat, supporting participants, and troubleshooting basic technical issues.
Reporting & Systems Administration
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Maintain accurate program, engagement, and pipeline information in Salesforce or another designated system of record.
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Prepare and distribute recurring pipeline, survey, and dashboard reports, as well as ad hoc reporting as requested.
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Maintain accurate records and documentation related to client engagements, consultants, assessments, and program delivery.
Expense & Admini