Project Operations Coordinator

Vaco
$60,000.00 - $75,000.00 / yr
United States, New York, Queens
Apr 25, 2025
Client: Commerical Consumer Services Company Role: Project Operations Coordinator(Junior- MidlevelLevel Candidate) Salary: $60,000-$75,000 Hybrid after initial 90 days of trianing Location: Long Island City, NY The Project Operations Coordinator supports the seamless execution of operational and project-based activities within the corporate office. Reporting to the Director of Planning and Analytics, this role combines data-driven decision-making with essential project coordination and administrative functions. The ideal candidate brings strong analytical abilities, organizational skills, and cross-functional communication capabilities to drive operational excellence and support strategic initiatives. Key Responsibilities: Analyze project and operational data to identify trends, improve processes, and support informed business decisions. Develop and maintain reports on key metrics such as budgets, labor usage, and resource allocation. Manage and update internal systems, including Facilities Management Systems (FacMan) and Virtual Desktop Infrastructure (VDI). Coordinate onboarding tasks and manage access setup for new team members. Track and monitor project and work order progress; prepare status updates for leadership. Provide day-to-day administrative and operational support across the department to ensure efficient project execution. Handle incoming communications, draft responses, and liaise with internal stakeholders. Schedule, coordinate, and facilitate team meetings, including agenda preparation and minute-taking. Act as a liaison across departments-Operations, HR, Accounting, and others-to ensure smooth workflow and information exchange. Manage sensitive information with professionalism and maintain organized documentation. Serve as the primary contact for internal and external inquiries related to project operations. Cultivate strong relationships with vendors, clients, and cross-functional teams to support ongoing initiatives. Ensure timely and transparent communication across all levels of the organization. Qualifications & Skills: High school diploma required; associate's or bachelor's degree preferred or equivalent experience. At least 2 years of experience in operations, project coordination, or administrative roles. Proficiency with Microsoft Excel, Microsoft Office Suite, and familiarity with database and systems management tools. Experience with Facilities Maintenance Management Systems is a plus. Strong analytical and problem-solving skills with the ability to interpret data and identify process improvements. Excellent project coordination abilities; capable of managing multiple priorities and meeting deadlines. Effective written and verbal communication skills for diverse audiences. Highly organized, detail-oriented, and capable of multitasking in a fast-paced environment. Self-starter with the ability to work independently and handle confidential information discreetly. Strong interpersonal and relationship-building skills across various levels of the organization and with external partners. Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.