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Project Coordinator

As the ideal candidate, you have experience working with a design team, you are experienced in handling a wide range of administrative support related tasks and must be able to work independently with little or no supervision. You must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting a team of diverse people and diverse products that make Facebook awesome. You are able to interact confidently in a break-neck paced environment, at times under pressure, remaining flexible, proactive, resourceful and efficient—with a high level of professionalism, confidentiality, and laser focus on customer service. You possess expert level written and verbal communication skills, strong decision making ability, and acute attention to accuracy and detail in all aspects of responsibilities. You have an expert working knowledge of the Microsoft suite of programs and have a knack for learning software and processes quickly.

Responsibilities for this role in particular include:

  • Triage Artwork Requests from product teams across Facebook, surfacing urgent and high priority requests to our team as needed. This will require categorizing incoming requests via our internal tasks tool, naming them as appropriate, and communicating with the designer to request more information to understand the context.
  • Triage the requests to join our Facebook Community Group for Origami Studio
  • Collect and coordinate needed information to input into a form to create asset libraries for our internal digital asset management tool
  • Organize and plan team offsites for both Design and Engineering teams
  • Manage Interfaces and Design Tools calendars on both our internal calendar tool and Outlook, booking meetings and rescheduling them as needed
  • Research vendor companies, making a spreadsheet to track relevant information and order swag from requesting groups
  • Schedule our team's office hours on a weekly basis for 4-6 sessions a week
  • Book logistics for workshops, working sessions, and continued education events including:
    • Venue
    • Catering
    • Collecting availability from various attendees
    • Coordination technical equipment rentals
    • Gathering the appropriate supplies for these sessions: post-it notes, white board if needed, etc.
  • Coordinate multiple contracts for external resources, following up with the Finance and Contracts teams when necessary
  • Coordinate provisioning devices with our team's contractors

Required

  • At least 2+ years of full-time, recent administrative and/or project coordination experience
  • Design acumen and knowledge or understanding of the design process in a product development setting
  • Excellent computer skills and comprehension of Outlook
  • Incredibly organized and detail-oriented
  • Ability to prioritize multiple assignments
  • Comfortable with giving and receiving feedback
  • Excellent communication skills via all means of communication including telephone, email, written correspondence and in person
  • Coordinate internal and external meetings for our design team
  • Prepare expense reports
  • Build cross-functional relationships between departments
  • Ability to multi-task and change direction quickly
  • Ensure and maintain confidentiality of all appropriate communications and documentation
  • Track, prioritize, and assign all incoming written and oral communications, as necessary, to appropriate person(s) for response
  • Prepare purchase orders and follow up on vendor inquiries
  • Manage, coordinate, and support special projects as needed
  • A positive, helpful demeanor, always focused on customer service
  • Stronger work ethic and better attitude than most others

This is a part-time role - 20-30 hours per week


Preferred

  • Experience working with Product Teams (Engineering and Design)

BA/BS strongly preferred

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