Project Coordinator

Summary

Provides efficient office support to the NYPA enterprise, ensuring smooth daily operations, secure information management, and effective communication. Serving as the primary liaison for visitors, security, and tenant relations, this role manages visitor pre-registration, meeting scheduling, and conference room setups, including catering and event coordination.

Key administrative tasks include calendar management, coordinating presentations, processing expense reports, and making travel arrangements. The Project Coordinator also handles procurement, ProCard purchases, monthly reconciliations, and SAP-based expense reporting. They assist with onboarding, maintain access badges and parking permits, and act as the main contact for NYPA support, CNSE Security, Access Control, and building management.

Additional duties include maintaining office and lab supplies, handling shipments, supporting trade shows, and attending tenant safety meetings. Strong organization, confidentiality, urgency, and prioritization skills are essential in this fast-paced role. SAP experience is a must. #LI-VB1

Responsibilities

• Provide advanced support such as, developing solutions for efficient workflow and support for special projects and initiatives. 
• Under minimal supervision, responsible for the administrative functions of the office.  Perform a wide range of administrative and general support duties of a highly responsible and confidential nature.
• Keep an accurate up-to-date calendar for  Manager. Schedule travel and important daily meetings including independently determining priority for conflicting schedules.
• Coordinate Department meeting arrangements including agendas, notes and follow-up.
• May be responsible for department orientation of new employees, including office set-up.
• Generate reports, handle multiple projects, and prepare and monitor expense reports.
• Prepare confidential employee paperwork such as, assist in the administration of HR programs for the department; ensure timelines, communications and documentation are coordinated and complete.
• Coordinate department(s) budget input, review invoices and variance reports.
• May review, prioritize and independently respond, where appropriate, to  Management's email. May compose memos, transcribe notes, and research and create presentations.

Knowledge, Skills and Abilities

• Strong software and computer skills to perform a variety of moderately complex assignments. .
• Experience performing administrative support duties in support of others.
• Excellent ability to organize,  and have strong attention to detail.
• Recognize and maintain confidential information.
• Ability to plan and coordinate major projects.
• Strong ability to manage time efficiently to undertake a variety of assignments.
• Thorough understanding of the Department’s/Site’s operations, organization & Company procedures.
• May require a high level of tact and integrity due to the frequency of senior level internal and external contacts and regular exposure to confidential data.

Education, Experience and Certifications

• High school diploma or GED certificate required.
• May require certifications and licensures needed to meet Energy industry, federal, state, or local regulations.
• Minimum 4 years of experience.

Physical Requirements

Up to 10% travel primarily within New York State. Ability to sit at desk for long duration of time.