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

Redwood City, California, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Mar, 26

Salary

42.0

Posted On

24 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Coordination, Organizational Skills, Written Communication, Data Analysis, Microsoft Office, Excel, Document Formatting, Logistics Coordination, Tracking Systems, Operational Reporting, AI Tools, Budget Tracking, Administrative Support, Team Collaboration, Attention to Detail, Time Management

Industry

Description

We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff. 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. Salary Range $36—$42 USD We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate. We encourage applicants from all ages and backgrounds.

Responsibilities

The Project Coordinator will develop and maintain operational systems and tracking tools to ensure project efficiency and accountability. They will also oversee schedule coordination, collect and synthesize information from field teams, and track action items to ensure timely completion.