Position: Communications Coordinator Location: Must be currently commutable to Newark, DE. Hybrid role, 3 days per week onsite. Duration: Till 12/31/2027

Rate: Open

Interview: Video

Job Description

We are looking for a Communications Coordinator to support meeting logistics, documentation, and stakeholder communication within a fast-paced, project-driven environment. This position will be a full-time contract, and hybrid in Newark, DE.

What You’ll Do

Serve as the exclusive point of contact for all incoming meeting requests from vendors, clients, and internal stakeholders

Validate agenda, attendee list, and objective for existing slate of meetings

Review and process meeting requests using the PMO Meeting Request Form

Collaborate with requestors to ensure each request includes a complete agenda, appropriate attendee list, clear objective, and required lead time

Coordinate with the PMO Facilitator to confirm availability, validate audience composition, and obtain formal meeting approval

Issue all project-related calendar invitations with finalized agendas, connection details, and pre-read materials

Maintain the PMO Meeting Request Tracker and publish weekly meeting calendar to cross-functional teams and stakeholders

Activate and manage meeting recordings at the start of each formal meeting

Track meeting attendance and manage any unregistered or unauthorized participants

Maintain a real-time action item log during each meeting, capturing owner, commitment, and due date for every action

Flag agenda deviations or scope-creep discussions to the PMO Facilitator in real time

Manage meeting logistics including room bookings, technology setup, and participant access for virtual platforms

Draft comprehensive meeting minutes within 24 hours of meeting conclusion using the PMO-approved Minutes Template

Capture decisions, action items, issues, risks, and next steps accurately and completely

Submit draft minutes to the PMO Facilitator for review and incorporate all reviewer feedback

Distribute final, approved minutes to all meeting attendees and the project distribution list within 24 hours of Facilitator approval

Maintain version control for all meeting minute documents

Produce and distribute the monthly PMO Meeting Summary Report to the OCM Lead

Archive all meeting recordings to the designated project repository folder within 24 hours of meeting conclusion

Archive all final meeting minutes to the repository within 24 hours of distribution, circulating links to the archived content with meeting minutes

Apply the PMO-standard file naming convention to all archived documents

Maintain the Project Meeting Log with current status for all meetings

Ensure repository folder structure remains organized and access permissions are current

Conduct quarterly audits of archived materials to confirm completeness and correct categorization

Communicate the meeting request procedure to all new vendors, clients, and project team members at project onboarding

Diplomatically enforce meeting control policies with non-compliant vendors or clients, and redirect unauthorized scheduling attempts to the proper request process

Escalate repeat non-compliance to the OCM Lead with supporting documentation

Serve as first point of contact for meeting-related questions, conflicts, and rescheduling needs

What You'll Need

Required:

Bachelor's degree in Business Administration, Communications, Project Management, or a related field (or equivalent combination of education and directly related experience)

1-3 years of experience in a project coordination, administrative, or PMO support role

Demonstrated experience managing meeting logistics and producing professional meeting documentation

Experience working in environments with multiple external stakeholders such as vendors, clients, or partners

Advanced proficiency in Microsoft 365 suite including Outlook, Word, Excel, Teams, and SharePoint

Experience with video conferencing platforms such as Microsoft Teams, Zoom, or WebEx

Proficiency with project management or collaboration tools such as SharePoint, Confluence, Jira, Smartsheet, or equivalent

Ability to use transcription tools or AI-assisted note-taking software

Familiarity with document management systems and repository organization

Preferred:

Project Management Professional (PMP) certification or Certified Associate in Project Management (CAPM)

Experience in a regulated industry or government project environment

Prior experience as a project coordinator, executive assistant, or operations analyst supporting a PMO

Experience with contract management or vendor oversight processes

Physical Demands

Ability to safely and successfully perform the essential job functions consistent with the ADA and other federal, state and local standards

Sedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.

Ability to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor