Torchora
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Key Responsibilities and Required Skills for a Process Coordinator

💰 $55,000 - $85,000 Annually (DOE)

OperationsProject ManagementAdministrative Support

🎯 Role Definition

The Process Coordinator is the organizational backbone for our key business operations, ensuring that workflows run smoothly, efficiently, and effectively. This role is pivotal in connecting teams, managing information, and driving continuous improvement. You'll act as a central hub, monitoring process performance, documenting procedures, and facilitating communication between stakeholders to ensure project and operational goals are met. This position requires a keen eye for detail, a proactive problem-solving mindset, and an exceptional ability to juggle multiple priorities in a dynamic environment. We see this role as a critical enabler of operational excellence, providing the structure and support necessary for our teams to succeed.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Project Assistant / Coordinator
  • Senior Administrative Assistant
  • Operations Associate

Advancement To:

  • Process Manager or Process Improvement Manager
  • Junior Project Manager or Project Manager
  • Operations Analyst or Senior Operations Analyst

Lateral Moves:

  • Business Analyst
  • Change Management Coordinator

Core Responsibilities

Primary Functions

  • Act as the primary point of contact and communication liaison between various departments, ensuring a clear and consistent flow of information regarding process status, updates, and requirements.
  • Develop, update, and meticulously maintain comprehensive process documentation, including standard operating procedures (SOPs), workflow diagrams, and instructional guides for team members.
  • Proactively monitor the progress of ongoing projects and operational workflows, identifying potential delays and risks to ensure key milestones and deadlines are successfully met.
  • Coordinate and facilitate regular cross-functional meetings, which includes preparing detailed agendas, distributing materials, and documenting key decisions, action items, and follow-ups.
  • Analyze existing processes to identify bottlenecks, redundancies, and areas for improvement, and subsequently propose data-driven solutions to enhance efficiency and productivity.
  • Manage the intake, triage, and prioritization of incoming tasks and requests, ensuring they are assigned to the appropriate resources and tracked through to completion.
  • Prepare and distribute regular, detailed status reports and performance dashboards for leadership, providing clear visibility into process health and key performance indicators (KPIs).
  • Provide essential training and ongoing support to team members on new or updated processes and software tools, fostering smooth adoption and adherence to best practices.
  • Serve as a key resource for stakeholders, clarifying process-related questions and providing guidance to ensure alignment and understanding across teams.
  • Oversee and maintain shared information repositories, databases, and project management systems (like Asana, Jira, or SharePoint), ensuring data integrity and accessibility.
  • Assist in the planning, coordination, and execution of process improvement initiatives and projects from conception through to implementation and post-launch review.
  • Conduct periodic process audits and quality assurance checks to verify compliance with internal policies, external regulations, and established quality standards.
  • Collaborate closely with subject matter experts and department heads to gather requirements and insights for the design and refinement of business processes.
  • Manage scheduling and resource coordination for specific projects, ensuring that team members have the necessary tools and time to complete their tasks effectively.
  • Support change management efforts by drafting communications, addressing stakeholder concerns, and ensuring a smooth transition during process changes.
  • Track project deliverables and outcomes, ensuring that all components are progressing as planned and that results align with initial objectives.
  • Triage and troubleshoot operational issues as they arise, applying critical thinking to resolve them swiftly or escalating complex problems to senior staff when necessary.
  • Gather, collate, and perform basic analysis on process data to support decision-making and illustrate the impact of improvement efforts.
  • Facilitate the onboarding of new employees by providing them with a thorough orientation on essential operational workflows and departmental procedures.
  • Maintain and organize all project-related documentation, including contracts, proposals, and reports, in a centralized and accessible location.
  • Support the creation of presentation materials for management, summarizing process performance, project updates, and strategic recommendations.

Secondary Functions

  • Support leadership with ad-hoc administrative tasks and special projects as needed.
  • Assist in preparing materials and logistics for workshops, training sessions, and town halls.
  • Contribute to a culture of continuous improvement by actively participating in brainstorming sessions and providing constructive feedback.
  • Participate in cross-functional team meetings to stay informed about broader company initiatives and identify potential process impacts.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Office Suite: Advanced proficiency in Excel (pivot tables, VLOOKUPs), PowerPoint, Word, and Outlook.
  • Project Management Software: Hands-on experience with tools like Asana, Jira, Trello, or Monday.com for task and workflow management.
  • Process Mapping Tools: Familiarity with creating flowcharts and diagrams using software such as Visio, Lucidchart, or Miro.
  • SharePoint / Document Management: Skill in organizing and maintaining document libraries and team sites.
  • Basic Data Analysis: Ability to gather, interpret, and report on data to identify trends and support recommendations.

Soft Skills

  • Exceptional Organization & Time Management: A natural ability to structure work, prioritize effectively, and manage multiple tasks simultaneously without sacrificing quality.
  • Clear & Concise Communication: Excellent written and verbal communication skills, with the ability to articulate complex information clearly to diverse audiences.
  • Meticulous Attention to Detail: A sharp eye for accuracy and detail, ensuring that documentation is precise and tasks are completed thoroughly.
  • Proactive Problem-Solving: The capability to anticipate challenges, identify issues, and take initiative to find and implement effective solutions.
  • Stakeholder Management: Strong interpersonal skills to build rapport and collaborate effectively with colleagues, managers, and stakeholders at all levels.
  • Adaptability & Flexibility: The ability to thrive in a fast-paced, evolving environment and adjust to changing priorities with a positive attitude.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED required. Associate's Degree is a strong plus.

Preferred Education:

  • Bachelor’s Degree from an accredited university or college.

Relevant Fields of Study:

  • Business Administration
  • Operations Management
  • Project Management
  • Communications

Experience Requirements

Typical Experience Range:

  • 2-5 years of experience in a coordination, project support, or operations-focused role.

Preferred:

  • Proven experience in a role directly involving process documentation, workflow coordination, or project administration. Experience in a fast-growing tech, logistics, or operations-heavy industry is highly desirable.
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