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Key Responsibilities and Required Skills for Universal Coordinator

💰 $45,000 - $70,000

OperationsProject ManagementCoordination

🎯 Role Definition

This role requires a proactive Universal Coordinator to serve as a central point of contact for cross-functional initiatives, day-to-day operations, and program logistics. The Universal Coordinator partners with project managers, business stakeholders, vendors, and technical teams to ensure timely execution, accurate reporting, and continuous process improvement. This role balances tactical task management (scheduling, procurement, travel, event logistics) with strategic support (KPI tracking, root-cause analysis, stakeholder alignment) and acts as the connective tissue across teams to deliver consistent outcomes.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant / Executive Assistant
  • Junior Project Coordinator / Project Support Specialist
  • Operations Assistant or Logistics Coordinator

Advancement To:

  • Project Manager
  • Operations Manager
  • Program Manager or Business Operations Lead

Lateral Moves:

  • Event or Logistics Coordinator
  • Office or Facilities Manager

Core Responsibilities

Primary Functions

  • Serve as the primary coordinator for cross-functional projects, managing end-to-end logistics, timelines, and follow-up actions to ensure milestones are met and deliverables are completed on schedule.
  • Maintain and optimize shared calendars, meeting cadences, and recurring program syncs across multiple teams to prevent scheduling conflicts and ensure consistent stakeholder engagement.
  • Prepare, distribute, and maintain comprehensive meeting materials, agendas, minutes, action logs, and decision records that document outcomes and assign clear owners and due dates.
  • Act as the conduit between business stakeholders and technical teams by translating business requests into actionable tasks, clarifying requirements, and escalating impediments to minimize blockers.
  • Coordinate vendor and supplier relationships, including onboarding, contract tracking, invoice validation, and performance monitoring to ensure service levels and budget compliance.
  • Manage travel arrangements, accommodations, and complex itineraries for executives and cross-functional teams, including policy compliance, expense reconciliation, and travel risk coordination.
  • Plan and execute internal events, workshops, and off-sites—from vendor sourcing and venue logistics to attendee communication, materials, and post-event reporting—to support culture and program goals.
  • Oversee inventory, procurement, and supply chain logistics for program materials and office supplies, including purchase order creation, receipt tracking, and reconciliation with finance.
  • Build and maintain dashboards and regular status reports that track program KPIs, budget burn rate, milestones, risks, and dependencies to keep leadership informed and enable data-driven decision-making.
  • Track budgets and expenses for programs and initiatives, prepare budget variance reports, and work with finance to forecast spend and identify cost-saving opportunities.
  • Facilitate cross-team onboarding and training for new processes, systems, or tools, creating documentation, checklists, and training schedules to accelerate team ramp-up and consistency.
  • Conduct regular risk assessments and maintain a risk and issues register; implement mitigation plans and communicate status updates to key stakeholders.
  • Implement and continuously improve standard operating procedures (SOPs), playbooks, and templates to streamline recurring coordination tasks and reduce execution time.
  • Support change management activities by coordinating communications, update schedules, stakeholder readiness assessments, and feedback loops to ensure smooth transitions.
  • Perform routine data validation, reconciliation, and quality checks across tracking systems (spreadsheets, CRMs, PM tools) to ensure accurate program reporting and audit readiness.
  • Coordinate governance activities, such as steering committee meetings, compliance checkpoints, and audit responses, ensuring documentation and approvals are captured and archived.
  • Execute special projects and ad hoc analyses—compiling research, running comparative assessments, and producing succinct executive summaries to support strategic planning.
  • Liaise with legal, procurement, and HR teams to support contract reviews, vendor onboarding requirements, and personnel logistics for program hires or contractors.
  • Manage multi-channel stakeholder communications including email campaigns, status newsletters, intranet updates, and escalation notices that keep distributed teams aligned and informed.
  • Maintain and enforce service level agreements (SLAs) and operational runbooks for recurring processes, monitoring performance and coordinating corrective actions when targets slip.
  • Organize and maintain centralized documentation repositories (Confluence, SharePoint, Google Drive) and taxonomy conventions so teams can easily find and reuse assets.
  • Coordinate testing, pilot rollouts, and phased deployments by scheduling resources, tracking defects, and coordinating user acceptance testing (UAT) across stakeholders.
  • Provide concierge-level support for executive stakeholders by prioritizing requests, preparing briefing materials, and ensuring timely follow-through on sensitive initiatives.
  • Drive continuous improvement by collecting feedback from stakeholders, analyzing process bottlenecks, proposing changes, and leading small process-improvement pilots to measure impact.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis.
  • Contribute to the organization's data strategy and roadmap.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.

Required Skills & Competencies

Hard Skills (Technical)

  • Project coordination and program tracking using tools such as Asana, Trello, Microsoft Project, or Smartsheet to manage tasks, timelines, and dependencies.
  • Advanced proficiency in Microsoft Office Suite (Excel pivot tables, VLOOKUP/XLOOKUP, PowerPoint storytelling) and Google Workspace for reporting and presentations.
  • Experience building dashboards and visual reports in Excel, Google Sheets, Tableau, Power BI, or Looker to monitor KPIs and present insights to stakeholders.
  • Familiarity with CRM and ticketing systems (Salesforce, HubSpot, ServiceNow, Zendesk) to log requests and maintain stakeholder records.
  • Basic budget management and expense tracking,including PO creation, invoice reconciliation, and budget variance reporting.
  • Knowledge of contract administration workflows and vendor management best practices, including SOW review and performance tracking.
  • Experience running user acceptance testing (UAT), coordinating QA cycles, capturing defects, and communicating release readiness.
  • Comfortable using collaboration platforms (Slack, Microsoft Teams) and documentation tools (Confluence, SharePoint, Notion) for cross-team communication and knowledge management.
  • Data literacy — ability to extract, cleanse, and analyze data sets with spreadsheets and simple SQL queries or BI tools to support decision-making.
  • Familiarity with Agile practices, sprint planning, and backlog grooming to support product and engineering teams.
  • Basic event planning and logistics management for internal and external events, including vendor sourcing and attendee management.
  • Strong recordkeeping and version control practices to support audit readiness and compliance requests.

Soft Skills

  • Exceptional written and verbal communication skills tailored for executives, technical teams, and frontline staff; able to synthesize complex information into concise updates.
  • Strong stakeholder management and diplomacy — able to influence without authority and align competing priorities across departments.
  • Excellent time management, prioritization, and multi-tasking skills; comfortable balancing multiple projects with shifting timelines.
  • High attention to detail and quality orientation for documentation, reporting, and operational follow-through.
  • Proactive problem-solving and critical thinking — identifies root causes, proposes solutions, and follows through on implementation.
  • Customer-service mindset and responsiveness; treats internal stakeholders and external vendors with professionalism and urgency.
  • Adaptability and resilience in ambiguous environments; quickly learns new tools and processes and adapts to changing priorities.
  • Facilitation and meeting-ledership skills to run efficient stand-ups, triage sessions, and decision-making meetings.
  • Confidentiality and discretion handling sensitive information, financials, and personnel matters.
  • Collaborative team player with a bias for action and continuous improvement mindset.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; vocational or associate-level credentials in office administration or project support acceptable.

Preferred Education:

  • Bachelor's degree in Business Administration, Project Management, Operations, Communications, or a related field.

Relevant Fields of Study:

  • Business Administration
  • Project Management
  • Operations Management
  • Communications
  • Logistics & Supply Chain Management
  • Information Systems

Experience Requirements

Typical Experience Range:

  • 2–5 years in coordination, operations, project support, or a related administrative role.

Preferred:

  • 3+ years coordinating cross-functional programs or projects in a medium to large organization, with exposure to vendor management, budget tracking, and stakeholder reporting. PMP CAPM, Scrum Master, or similar certification is a plus.
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