Project Coordinator, Water Safety & Activities Team (Part-time)

We are seeking a highly organized, systems-driven Project Coordinator responsible for ensuring operational details are documented, tracked, and closed out to completion. This role transforms field input into clear, accurate, and professionally formatted deliverables, builds and maintains tracking systems, and ensures accountability across projects and operations. The ideal candidate is highly computer-proficient, an exceptional written communicator, and proactive by nature. Success in this role means nothing falls through the cracks, ensuring information is captured, documented, tracked, and finalized to a high standard.

Key Responsibilities

• Develop, manage, and maintain operational systems, tracking tools, and standardized document templates that support efficiency, consistency, and accountability.
• Oversee schedule coordination and travel logistics, ensuring plans are aligned, documented, and confirmed.
• Collect, synthesize, and translate information from field teams and stakeholders into clear, accurate, and professionally formatted deliverables, including After Action Reports (AARs), SOPs, EAPs, agendas, and daily operational logs.
• Track action items, decisions, and deliverables across projects and ensure timely follow-through to final completion and submission.
• Design and oversee equipment inventory, maintenance, safety, and registration tracking systems; coordinate with field teams to gather inspection data and confirm close-out of required actions.
• Compile and analyze operational data to produce reports that identify trends, risks, gaps, and performance insights.
• Support project planning and cross-department alignment by documenting plans, monitoring progress, and identifying opportunities to improve workflows and communication.
• Maintain organized digital and physical filing systems with clear naming conventions, version control, and easy accessibility.
• Provide administrative and financial support related to documentation, budget tracking, invoicing, and expense reconciliation.
• Ensure accuracy, consistency, and a high standard of written communication across all documents and reports.

Required Qualifications

• Proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Strong Excel skills, including data entry, basic data analysis, formulas, and pivot tables.
• Advanced document formatting, editing, and presentation design skills.
• Familiarity with AI-powered productivity tools (e.g., Microsoft Copilot, Gemini).
• Excellent organizational, written, and verbal communication skills.
• Ability to manage multiple priorities, track work across teams, and follow through to completion.

Preferred Qualifications

• Experience in project coordination, operations, or administrative roles.
• Familiarity with tracking systems, document control, or operational reporting.
• Experience supporting field-based or fast-paced operational teams.
• Comfort working with schedules, logistics, and cross-department workflows.
• Microsoft Office Specialist (MOS) certification in Excel, Word, or PowerPoint.
• Experience with Excel macros or advanced reporting tools.
• Familiarity with collaboration features in Microsoft 365.
• Certification or coursework in AI tools (e.g., Microsoft Copilot, Google AI Essentials, ChatGPT for productivity).
• Experience using AI tools for meeting summaries, content drafting, reporting, or task automation.