Job Title: Contract Services Administrator/Project Coordinator

Location: Stanford, CA 94305 - Onsite Role

Duration: 5 Months (Extension/Conversion will be based on performance)

Pay Rate: ($28-$29.71) hourly

Shift timing/schedule: 7 AM– 4 PM PST

Description:

• Smartsheet and Excel.
• Proficient in data entry.
• System setup.

• Administrative experience in calendaring, inventory management, or similar roles.
• Exposure to facilities management, contracted services, or regulatory compliance is advantageous.

• Proficient in data entry and system setup.
• Understanding of asset and vendor management practices.
• Experience with MS  Excel and Smartsheet, including advanced functions like VLOOKUP.

• Scan, rename, upload, and email elevator paperwork, fire testing reports, and other compliance documents.
• Ensure accurate labeling and filing according to standardized naming conventions.
• Maintained detailed records of sent items and created a central repository for easy retrieval.

• Develop and use a quality control checklist to verify accuracy at each step.
• Periodically review document management practices to minimize errors.
• Coordination:

• Implementation Plan

• Scan, upload, label, file, and email documents accurately and efficiently.
• Gather and organize initial data from existing records and stakeholders.
• Create structured systems (databases, calendars, and folders) for tracking and scheduling.
• Use MS Excel and Smartsheet for efficient data management, including VLOOKUP functions.
• Test and refine tracking and compliance processes.
• Provide weekly updates on progress and identify areas for improvement.