{"schemaVersion":"jobsearcher.job.v1","id":"1c85cc3bd62733cd14a4bdfd","url":"https://jobsearcher.com/jobs/1c85cc3bd62733cd14a4bdfd","canonicalUrl":"https://jobsearcher.com/jobs/1c85cc3bd62733cd14a4bdfd","title":"Communications Coordinator","description":"Position: Communications Coordinator\nLocation: Must be currently commutable to Newark, DE. Hybrid role, 3 days per week onsite.\nDuration: Till 12/31/2027\nRate: Open\nInterview: Video\n\nJob Description\nWe 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.\nWhat You’ll Do\nServe as the exclusive point of contact for all incoming meeting requests from vendors, clients, and internal stakeholders\nValidate agenda, attendee list, and objective for existing slate of meetings\nReview and process meeting requests using the PMO Meeting Request Form\nCollaborate with requestors to ensure each request includes a complete agenda, appropriate attendee list, clear objective, and required lead time\nCoordinate with the PMO Facilitator to confirm availability, validate audience composition, and obtain formal meeting approval\nIssue all project-related calendar invitations with finalized agendas, connection details, and pre-read materials\nMaintain the PMO Meeting Request Tracker and publish weekly meeting calendar to cross-functional teams and stakeholders\nActivate and manage meeting recordings at the start of each formal meeting\nTrack meeting attendance and manage any unregistered or unauthorized participants\nMaintain a real-time action item log during each meeting, capturing owner, commitment, and due date for every action\nFlag agenda deviations or scope-creep discussions to the PMO Facilitator in real time\nManage meeting logistics including room bookings, technology setup, and participant access for virtual platforms\nDraft comprehensive meeting minutes within 24 hours of meeting conclusion using the PMO-approved Minutes Template\nCapture decisions, action items, issues, risks, and next steps accurately and completely\nSubmit draft minutes to the PMO Facilitator for review and incorporate all reviewer feedback\nDistribute final, approved minutes to all meeting attendees and the project distribution list within 24 hours of Facilitator approval\nMaintain version control for all meeting minute documents\nProduce and distribute the monthly PMO Meeting Summary Report to the OCM Lead\nArchive all meeting recordings to the designated project repository folder within 24 hours of meeting conclusion\nArchive all final meeting minutes to the repository within 24 hours of distribution, circulating links to the archived content with meeting minutes\nApply the PMO-standard file naming convention to all archived documents\nMaintain the Project Meeting Log with current status for all meetings\nEnsure repository folder structure remains organized and access permissions are current\nConduct quarterly audits of archived materials to confirm completeness and correct categorization\nCommunicate the meeting request procedure to all new vendors, clients, and project team members at project onboarding\nDiplomatically enforce meeting control policies with non-compliant vendors or clients, and redirect unauthorized scheduling attempts to the proper request process\nEscalate repeat non-compliance to the OCM Lead with supporting documentation\nServe as first point of contact for meeting-related questions, conflicts, and rescheduling needs\nWhat You'll Need\nRequired:\nBachelor's degree in Business Administration, Communications, Project Management, or a related field (or equivalent combination of education and directly related experience)\n1-3 years of experience in a project coordination, administrative, or PMO support role\nDemonstrated experience managing meeting logistics and producing professional meeting documentation\nExperience working in environments with multiple external stakeholders such as vendors, clients, or partners\nAdvanced proficiency in Microsoft 365 suite including Outlook, Word, Excel, Teams, and SharePoint\nExperience with video conferencing platforms such as Microsoft Teams, Zoom, or WebEx\nProficiency with project management or collaboration tools such as SharePoint, Confluence, Jira, Smartsheet, or equivalent\nAbility to use transcription tools or AI-assisted note-taking software\nFamiliarity with document management systems and repository organization\nPreferred:\nProject Management Professional (PMP) certification or Certified Associate in Project Management (CAPM)\nExperience in a regulated industry or government project environment\nPrior experience as a project coordinator, executive assistant, or operations analyst supporting a PMO\nExperience with contract management or vendor oversight processes\nPhysical Demands\nAbility to safely and successfully perform the essential job functions consistent with the ADA and other federal, state and local standards\nSedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.\nAbility to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor","company":"Dew Softech","rawCompany":"dew softech","city":"Newark","state":"DE","isRemote":false,"isActive":true,"createdAt":"2026-08-03T15:56:03.467Z","occupations":[{"code":"13-1082.00","title":"Project Management Specialists","slug":"project-management-specialists"},{"code":"13-1121.00","title":"Meeting, Convention, and Event Planners","slug":"meeting-convention-and-event-planners"},{"code":"27-3031.00","title":"Public Relations Specialists","slug":"public-relations-specialists"}],"industries":[{"code":"541890","title":"Other Services Related to Advertising","slug":"other-services-related-to-advertising"},{"code":"541820","title":"Public Relations Agencies","slug":"public-relations-agencies"},{"code":"561499","title":"All Other Business Support Services","slug":"all-other-business-support-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Communications Coordinator","description":"Position: Communications Coordinator\nLocation: Must be currently commutable to Newark, DE. Hybrid role, 3 days per week onsite.\nDuration: Till 12/31/2027\nRate: Open\nInterview: Video\n\nJob Description\nWe 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.\nWhat You’ll Do\nServe as the exclusive point of contact for all incoming meeting requests from vendors, clients, and internal stakeholders\nValidate agenda, attendee list, and objective for existing slate of meetings\nReview and process meeting requests using the PMO Meeting Request Form\nCollaborate with requestors to ensure each request includes a complete agenda, appropriate attendee list, clear objective, and required lead time\nCoordinate with the PMO Facilitator to confirm availability, validate audience composition, and obtain formal meeting approval\nIssue all project-related calendar invitations with finalized agendas, connection details, and pre-read materials\nMaintain the PMO Meeting Request Tracker and publish weekly meeting calendar to cross-functional teams and stakeholders\nActivate and manage meeting recordings at the start of each formal meeting\nTrack meeting attendance and manage any unregistered or unauthorized participants\nMaintain a real-time action item log during each meeting, capturing owner, commitment, and due date for every action\nFlag agenda deviations or scope-creep discussions to the PMO Facilitator in real time\nManage meeting logistics including room bookings, technology setup, and participant access for virtual platforms\nDraft comprehensive meeting minutes within 24 hours of meeting conclusion using the PMO-approved Minutes Template\nCapture decisions, action items, issues, risks, and next steps accurately and completely\nSubmit draft minutes to the PMO Facilitator for review and incorporate all reviewer feedback\nDistribute final, approved minutes to all meeting attendees and the project distribution list within 24 hours of Facilitator approval\nMaintain version control for all meeting minute documents\nProduce and distribute the monthly PMO Meeting Summary Report to the OCM Lead\nArchive all meeting recordings to the designated project repository folder within 24 hours of meeting conclusion\nArchive all final meeting minutes to the repository within 24 hours of distribution, circulating links to the archived content with meeting minutes\nApply the PMO-standard file naming convention to all archived documents\nMaintain the Project Meeting Log with current status for all meetings\nEnsure repository folder structure remains organized and access permissions are current\nConduct quarterly audits of archived materials to confirm completeness and correct categorization\nCommunicate the meeting request procedure to all new vendors, clients, and project team members at project onboarding\nDiplomatically enforce meeting control policies with non-compliant vendors or clients, and redirect unauthorized scheduling attempts to the proper request process\nEscalate repeat non-compliance to the OCM Lead with supporting documentation\nServe as first point of contact for meeting-related questions, conflicts, and rescheduling needs\nWhat You'll Need\nRequired:\nBachelor's degree in Business Administration, Communications, Project Management, or a related field (or equivalent combination of education and directly related experience)\n1-3 years of experience in a project coordination, administrative, or PMO support role\nDemonstrated experience managing meeting logistics and producing professional meeting documentation\nExperience working in environments with multiple external stakeholders such as vendors, clients, or partners\nAdvanced proficiency in Microsoft 365 suite including Outlook, Word, Excel, Teams, and SharePoint\nExperience with video conferencing platforms such as Microsoft Teams, Zoom, or WebEx\nProficiency with project management or collaboration tools such as SharePoint, Confluence, Jira, Smartsheet, or equivalent\nAbility to use transcription tools or AI-assisted note-taking software\nFamiliarity with document management systems and repository organization\nPreferred:\nProject Management Professional (PMP) certification or Certified Associate in Project Management (CAPM)\nExperience in a regulated industry or government project environment\nPrior experience as a project coordinator, executive assistant, or operations analyst supporting a PMO\nExperience with contract management or vendor oversight processes\nPhysical Demands\nAbility to safely and successfully perform the essential job functions consistent with the ADA and other federal, state and local standards\nSedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.\nAbility to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor","datePosted":"2026-08-03T15:56:03.467Z","dateModified":"2026-08-03T15:56:03.467Z","hiringOrganization":{"@type":"Organization","name":"Dew Softech","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Newark","addressRegion":"DE","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"1c85cc3bd62733cd14a4bdfd"},"url":"https://jobsearcher.com/jobs/1c85cc3bd62733cd14a4bdfd"}}