Program Coordinator

About the role

The purpose of the Program Coordinator role is to administer and organize Health and Security Consulting projects, from simple activities to more complex plans. Program Coordinator responsibilities include working closely with our Consulting Practice Manager to prepare comprehensive action plans, including resources, timeframes and budgets for projects.

The Program Coordinator is responsible for supporting the planning, execution, monitoring, and successful delivery of consulting projects across the US and global operations support. This role coordinates project activities, tracks milestones, manages documentation, facilitates communication among stakeholders, and ensures project objectives are achieved within established timelines and budgets.

The Program Coordinator supports the delivery and coordination of services for global clients, working across regional and international teams to ensure consistent communication, documentation, reporting, and service delivery.

In addition to supporting Health and Security Consulting projects, the Program Coordinator may be assigned to support USA Response Center activities and global client programs based on operational and business needs. This requires flexibility, effective prioritization, and the ability to coordinate across functions, regions, and time zones while maintaining service quality and meeting established deadlines.

This is a full-time hybrid position based out of our Houston office. The hours are 8 am until 5 pm (Monday to Wednesday in office; Thursdays/Fridays work from home)

Key responsibilities

• Coordinate project management activities, resources, materials and information.
• Liaise with clients and internal teams to identify and define requirements, scope and objectives.
• Assign tasks to internal and external resources and assist with schedule management.
• Make sure that clients’ needs are met as projects evolve.
• Actively participate in project procurement tasks.
• Monitor project progress and handle any issues that arise.
• Use tools to monitor project plans and expenditures.
• Issue all appropriate legal paperwork (e.g. consultant contracts, work orders or terms of agreement).
• Create and maintain comprehensive project documentation, plans and reports.
• Ensure standards and requirements are met through conducting quality assurance tests.
• Serve as a liaison between project teams, clients, vendors, and internal stakeholders.
• Provide regular project updates, track actions and status reports.
• Ensure effective communication of project objectives, priorities, and changes.
• Maintain meeting records, project documentation, and communication logs.
• Work with billing team to ensure all client billing and consultant payments is done every month
• Work with global teams to collect statistics and ensure data correctly reflects in client reporting.
• Work with data & analytics team, to ensure on time client reporting.
• Support the coordination and delivery of services for global clients, working with regional and international stakeholders to ensure requirements, timelines, and deliverables are effectively managed.
• Facilitate communication, documentation, reporting, and follow-up activities across global client accounts and operational teams.
• Support operational continuity by responding flexibly to evolving business and client requirements within the scope of the role.
• Provide coordination and administrative support to USA Response Center activities during periods of increased operational demand or when additional support is required.

About you

Required Skills and Knowledge 
•    Proven work experience in a detail-oriented role
•    An ability to prepare and interpret flowcharts, schedules and step-by-step action plans
•    Solid organizational skills, including multitasking and time management
•    Strong client-facing and teamwork skills
•    Familiarity with risk management and quality assurance control
•    Working knowledge of Salesforce (Financial Force or Certinia knowledge a plus!)

Required Qualifications & Experience
•    Undergraduate degree
•    Bachelor's Degree in appropriate field of study or equivalent work experience 
•    Minimum 5 years of professional working experience
•    Experience supporting multiple projects simultaneously.
•    Experience in healthcare, industrial services, EMS, occupational health, construction, or energy sectors is preferred.

Required Languages
•    English. Knowledge of other languages is an advantage.