Project Coordinator

Irvine, California, United States Full-time

We are seeking a Project Coordinator in Irvine, CA to join our growing team. This individual will be responsible for assisting with the day-to-day project coordination, logistics, as well as general office and project support.

In this role, you will…

  • Work closely with the project team to ensure all assigned tasks are completed as directed; an estimated breakdown of responsibilities are as follows:
    • Data Entry and Report Generation: 50%
      • Collaborate with Facilitation Team to ensure sessions planned and delivered are accurately reflected in the Facilitator Portal
      • Open sessions in client Learning Management System (LMS) to mirror sessions in the Facilitator Portal (approximately 60 workshop sessions per week)
      • Modify and/or retire previously opened sessions in the client LMS to reflect any last-minute session, date, time and/or dealership changes (as needed)
      • Pull reports daily with participant post-test scores (approximately 5 – 8 reports)
      • Leverage the session roster in the client’s LMS (uploaded by the Facilitator), manually enroll each student who signed into the session
      • Manually find each participant’s test score on the 5 – 8 reports pulled earlier and accurately record the student’s test score in the client LMS 
      • Pull, format and read for accuracy the Facilitator Contact Report and participant evaluations on a weekly basis
      • Pull and generate multiple graphs and summary reports based on the participant session evaluations
      • Provide accurate and effective reporting to both internal and external teams on a weekly basis
    • Quality Assurance: 15%
      • QA of project documents, checking against client-specific style guide
    • Administrative Tasks: 15%
      • Including, but not limited to: managing office supplies, mail, packaging and shipping materials, and serving as point of contact for any office issues or needs
      • May occasionally perform basic project-related tasks that help keep the project on time (e.g., hand off documents to internal staff, collect documents back from internal staff, etc.)
    • Print Management: 10%
      • Manage print vendors, print quotes and all print-related tasks
      • Maintain accurate participant guide inventory lists and alert appropriate team members when reorders are needed
    • Facilitator Management: 10%
      • Serve as conduit for Trainers when they have any issues in the field
      • Manage logistics around travel, hotel, and catering for in-district facilitated workshops when needed
      • Manage monthly in-dealership training rosters received from Facilitators; confirm all hard copies are received, labeled accordingly, and organized for client records
  • Travel minimally, as needed, for program and company events
  • Other duties as assigned

Education & Experience

  • Bachelor’s degree or equivalent years of work experience
  • At least 1 – 3 years of professional experience
  • Extensive data entry and report generation experience preferred
  • Experience with Smartsheets preferred

Knowledge, Skills & Abilities

  • Proven experience handling administrative duties with complete accuracy and in a timely manner
  • Highly skilled in Microsoft Office (Word, Excel, Outlook)
  • Sound and accurate data entry capabilities
  • Technically savvy and able to quickly learn software tools
  • Negotiation skills when managing event space and catering
  • Excellent written and verbal communication skills
  • Highly organized, detail-oriented, and able to handle several projects simultaneously
  • Strong commitment to customer service
  • Able to work cooperatively and effectively with team members to set goals, resolve problems, and make decisions that enhance organizational effectiveness
  • Adept in working in a fast-paced environment
  • Willing and able to initiate and maintain effective daily communications and interpersonal exchanges with both Ardent Learning and Client teams
  • High degree of professional savvy and emotional maturity

Our Culture 

We are not a typical learning company. Our team is truly passionate about changing lives. We want everything we do — our work, our conversations, our interactions — to be genuine, true, and unique. Our team strives to Elevate and Evolve in all that we do. 

We're always on the lookout for innovative, curious, and passionate people who can help us achieve our goals. So if you want to work for a friendly and growing company, we'd love to meet you! 

What We Do 

Ardent Learning helps our clients thrive in business by developing custom training solutions. We believe the most effective learning experience incorporates our client’s brand, culture, and values. Our team is tenacious in helping our clients and their people reach their goals and perform at the highest level. 

Come as you are. Ardent Learning is an equal opportunity employer. Ardent embraces diversity and is committed to building an inclusive environment for all employees.

To Apply 

Please provide a comprehensive cover letter and resume.