Project Coordinator

Job description

**Who You Are** You are a highly organized, detail-oriented project professional who enjoys bringing structure, clarity, and follow-through to complex work. You are comfortable coordinating multiple priorities, maintaining accurate project information, communicating with a variety of stakeholders, and identifying issues before they become larger problems. You take ownership of your commitments, learn quickly, and bring a collaborative, client-focused mindset to every interaction. **About The Role** As a Project Coordinator within the Project Management Office (PMO), you will support Project Managers and Program Managers in the planning, coordination, tracking, and successful delivery of client-facing technology projects. You will help maintain accurate project schedules, documentation, action items, risks, dependencies, financial information, and status reporting so project teams and stakeholders have timely visibility into progress and emerging concerns. This role is well suited for someone who can balance detail-oriented administrative execution with proactive communication, sound judgment, and a desire to grow within project management. The role may support multiple projects, clients, and internal teams simultaneously and may occasionally coordinate with stakeholders across different time zones. **Other responsibilities include:** - Support Project Managers and Program Managers with project planning, coordination, tracking, and follow-through from initiation through closeout. - Maintain accurate project schedules, milestones, deliverables, action items, decision logs, risk registers, dependency trackers, and other project controls. - Coordinate project meetings, prepare agendas and materials, capture notes and decisions, distribute follow-up actions, and monitor completion. - Prepare recurring project status updates, dashboards, and health reports using current and validated project information. - Track project progress against scope, schedule, budget, resource plans, and key client commitments; escalate variances and emerging risks promptly. - Coordinate information and handoffs among Project Management, Program Management, Solutions Architecture, Engineering, Logistics, Finance, vendors, subcontractors, and client stakeholders. - Support project financial administration, including purchase-order and invoice status, time and expense tracking, budget updates, cost documentation, and forecast inputs as assigned. - Maintain organized, complete, and audit-ready project records in Smartsheet, NetSuite, Microsoft 365, and other approved systems; ensure Smartsheet project data, schedules, dashboards, and reports remain current and accurate. - Assist with resource coordination, onboarding activities, site or field-readiness documentation, logistics tracking, and project communications as needed. - Proactively identify missing information, schedule conflicts, unresolved decisions, and delivery risks; research issues and coordinate resolution with the appropriate owners. - Support project closeout by confirming deliverables, documentation, financial information, lessons learned, and handoff requirements are complete. - Contribute to continuous improvement of PMO templates, reporting standards, workflows, and project coordination practices. **Desired skills and experience:** - Two to four years of experience in project coordination, project administration, operations support, or a related field; equivalent professional experience will be considered. - Experience supporting multiple projects, workstreams, customers, or stakeholders while managing competing priorities and deadlines. - Working knowledge of project management fundamentals, including schedules, milestones, deliverables, dependencies, risks, issues, and status reporting. - Strong organizational and time-management skills with exceptional attention to detail and consistent follow-through. - Strong written and verbal communication skills, including the ability to communicate professionally with clients, vendors, subcontractors, and internal teams. - Ability to collect, validate, organize, and summarize project information for project teams and leadership. - Proficiency with Microsoft Excel and Microsoft 365 tools; comfort working with spreadsheets, trackers, shared documents, and presentation materials. - Experience using Smartsheet is strongly preferred, including maintaining project sheets, updating dashboards and reports, and working with automated workflows or cross-sheet data. Smartsheet experience is not required, but practical experience will be considered a significant advantage. - Ability to identify gaps, ask effective questions, investigate unresolved items, and escalate concerns with appropriate context and urgency. - Demonstrated ability to build trust, collaborate across functions, and maintain a client-focused, service-oriented approach. - Self-motivated and dependable, with the ability to work independently in a fully remote environment while staying connected to the broader team. - A proactive, preventive mindset and eagerness to learn, grow, and take on increasing responsibility within project management. **A Little About Us** Our mission is to challenge and enable our employees to achieve great things. **We live and breathe our core values:** - **We Before Me:** We demonstrate empathy through our actions and solicit diverse voices and opinions. We put ourselves in each other’s shoes, readily admit our mistakes, and generously share our time and knowledge.