Subsidiary: KIRA Information Solutions
Job Title
Project Coordinator / Deputy PM - CDC EMNS
Job Location
Georgia - Remote US Locations considered with the ability to travel to various work sites.
Labor Category: Exempt
Clearance / Access: Worksite Access Badge
Travel Requirement: 25%
Pay
DOE
Work Schedule
Full Time - 40 Hours
Scope of Work
The Project Coordinator provides direct support to the Program Manager in the successful execution of a geographically dispersed Emergency Communication System (ECS) and Mass Notification System (MNS) modernization program.
Serving as a central coordination resource, the Project Coordinator supports project planning, execution, schedule and cost control, reporting, document control, deliverable management, stakeholder communications and administrative operations across multiple CDC campuses. Working closely with project leadership, subcontractors, vendors, functional leads, and customer representatives, the Project Coordinator helps ensure contractual requirements, project milestones, deliverables, action items, and program objectives are effectively managed and executed across multiple CDC campuses. This role facilitates communication among stakeholders, maintains program documentation, monitors project performance, and supports the achievement of program objectives.
The Project Coordinator is responsible for tracking and coordinating contract deliverables and supporting submissions from functional leads, including Safety, Quality Control, Scheduling, Design, ATO/Cybersecurity, Construction, and Site Management personnel. The position also serves as a backup resource to the Program Manager by supporting select Program Manager responsibilities, including meeting facilitation, status reporting, customer engagement, risk follow-up, and project execution activities as required.
Responsibilities
Project Coordination & Administration
- Support the Program Manager in the daily planning, coordination, execution and administration of contract requirements and project activities.
- Coordinate project schedules, meetings, deliverables, and stakeholder engagement activities across multiple project locations.
- Maintain action item logs, decision registers, risk and issue trackers, and contract deliverable schedules.
- Track contractual deliverables and coordinate reviews, approvals, and customer submissions to ensure compliance and timeliness.
- Maintain program records and documentation, including meeting minutes, correspondence, RFIs, submittals, design review comments, project records, and project closeout documentation.
- Coordinate project meetings, customer reviews, workshops, planning sessions, and recurring status briefings.
- Facilitate communication among customers, subcontractors, vendors, project teams, and corporate leadership.
- Support onboarding, badging, travel coordination, and site access requirements for project personnel.
- Coordinate information requests and monitor follow-up actions to ensure timely resolution.
- Provide administrative and operational support throughout project initiation, execution, reporting, turnover, and closeout activities.
Scheduling & Performance Reporting
- Coordinate with schedulers, project managers, and technical leads to maintain and monitor integrated master schedules utilizing Primavera P6 and other project management tools.
- Track project milestones, critical path activities, schedule performance, and key performance indicators (KPIs).
- Prepare weekly and monthly status reports, executive briefings, and customer-facing presentations.
- Support program performance reporting through the collection, analysis, and dissemination of project data and metrics.
- Develop, maintain, and update program dashboards, data visualization tools, and reporting systems to provide timely visibility into project performance, schedules, risks, action items, deliverables, and key metrics for project leadership and customer stakeholders.
- Assist with Schedule of Values (SOV) tracking, progress reporting, earned value management activities, and other project performance measurements.
Customer, Vendor & Subcontractor Coordination
- Maintain professional communications with customer representatives and support customer engagement initiatives.
- Coordinate personnel badging, facility access requirements, personnel rosters, NDA compliance and related administrative processes.
- Coordinate subcontractor and vendor activities, deliverables, schedules, and project communications.
- Support procurement activities, material delivery tracking, and vendor performance monitoring activities.
- Assist with installation, testing, commissioning, training, turnover, and acceptance activities.
Training Management & Coordination
- Coordinate program training activities across all CDC campuses, including scheduling, logistics, attendee management, and stakeholder communications.
- Maintain the program training schedule and training completion tracker to ensure training requirements are executed in accordance with project milestones.
- Track training attendance, completion status, certifications, and associated program records.
- Coordinate with customer representatives, subcontractors, vendors, and technical personnel to support the planning and delivery of instructor-led, virtual, and hands-on training events.
- Support the development, review, distribution, and maintenance of training plans, training materials, user guides, quick-reference aids, and operational documentation.
- Prepare training status reports, metrics, and completion summaries for customer and program leadership review.
- Support knowledge transfer, operational readiness, turnover, and sustainment activities associated with ECS and MNS deployments.
Program Manager Support
- Assist the Program Manager with action item management, resource coordination, and project follow-up activities.
- Support project risk and issue management through tracking, mitigation planning, and corrective action monitoring.
- Assist with project financial management functions, including invoice coordination, budget tracking, and project controls activities as directed.
- Coordinate the collection, quality review, and submission of deliverables from Safety, Quality Control, Scheduling, Design, ATO/Cybersecurity, Construction, and Site Management personnel to ensure contractual compliance.
- Provide backup support during periods of Program Manager absence, surge workload, or increased project activity.
General Requirements
- Complete all required training within established timelines.
- Produce high-quality work products while maintaining exceptional attention to detail and accuracy.
- Foster teamwork, collaboration, and a positive project culture.
- Perform assigned duties in a safe, secure, ethical, and professional manner.
- Comply with all company policies, procedures, customer requirements, and contractual obligations.
- Perform other duties as assigned in support of program objectives.
- Perform other duties as assigned.
Minimum Requirements
- Bachelor's degree in Project Management, Business Administration, Construction Management, Engineering, Information Technology, or a related discipline. Equivalent professional experience may be substituted in lieu of a degree.
- Minimum of five (5) years of experience supporting project, program, construction, technology, or operations management efforts.
- Demonstrated experience coordinating project schedules, contract deliverables, meetings, and document control processes.
- Experience supporting geographically dispersed teams and diverse multiple stakeholder organizations.
- Strong organizational, communication, time management, and problem-solving abilities.
- Experience preparing dashboards, executive briefings, status reports, and customer presentations.
- Experience supporting subcontractor, vendor, and customer coordination activities.
- Experience with federal government contracts and project delivery environments is preferred.
- CAPM certification preferred; PMP certification highly desirable.
- Experience supporting emergency communications, mass notification systems, life-safety systems, infrastructure modernization, construction programs, or technology deployments preferred.
- Must be able to obtain and maintain required Government security or facility access credentials.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint).
- Must possess and maintain a valid state driver's license and a safe driving record, in accordance with company policy, to operate vehicles or equipment as required for the position.
Physical Demands / Work Environment
- Ability to perform site visits and navigate active construction, laboratories, healthcare, and operational environments.
- Ability to support testing events, commissioning activities, project milestones, and mission-critical requirements, including occasional evening, weekend, holiday, or alternate-shift work as required.
- Ability to communicate effectively through written correspondence, telephone, video conferencing, and in-person interactions.
- Ability to travel periodically to CDC campuses and other project locations in support of program requirements.
- Must be able to work on-call, alternate, and extended shift schedules when necessary to support testing events, commissioning activities, project milestones, and mission requirements, including weekends and holidays.
