Project Coordinator
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AI Summary
| Job Title: | Project Coordinator | Job Status: | Full Time |
| Department: | Professional Services | Employee Type: | Salaried |
| Reports To: | Professional Services Manager | Travel Required: | As needed |
| Key Collaborators
| Professional Services Engineers, Sales Engineering, vCIOs, TAMs, Procurement, Vendors/Third Parties, Service Desk Leadership, Customers
| Direct Reports
| None |
| Work Schedule: | Monday-Friday, 8am-5pm MST (Flexibility required to meet business needs; off-hours and weekend availability may be necessary to ensure success) | Primary Work Location | Office / Remote |
Position Summary
The Project Coordinator is responsible for coordinating project activities, resources, communications, and schedules to ensure successful project execution across the Professional Services organization. This role serves as the operational hub for project delivery, helping maintain project momentum, accountability, and visibility while supporting engineers, customers, and internal stakeholders.
The Project Coordinator partners closely with Professional Services Engineers, Sales Engineering, vCIOs, TAMs, vendors, and clients to ensure projects remain organized, documented, communicated, and aligned with business objectives.
When Done Well, the Professional Services Manager:
- Creates consistency and structure across project delivery processes.
- Ensures projects move efficiently through planning, scheduling, execution, and closure.
- Maintains proactive communication with customers and stakeholders.
- Helps identify and mitigate risks before they impact project outcomes.
- Improves utilization of engineering resources through effective coordination and scheduling.
- Drives accountability for project documentation, change management, and project administration.
- Enhances customer experience through predictable delivery and clear communication.
Position Roles, Responsibilities and Expectations
Energizing | Excellent | Competent |
| Creating order and clarity across multiple concurrent projects. Building strong relationships with customers, engineers, and stakeholders. Driving accountability through follow-up, communication, and visibility. Supporting engineers by removing administrative burdens and coordination challenges. Helping teams achieve successful project outcomes through organization and execution. |
Identifying risks, dependencies, and obstacles before they impact delivery.
Facilitating project kickoff meetings, status meetings, and project reviews.
Managing project change requests and ensuring scope adjustments are properly documented.
Monitoring project health, timelines, budgets, and stakeholder expectations. |
Maintaining project records, documentation, and administrative tasks.
Managing calendars, meetings, task updates, and project artifacts.
Entering and maintaining project data within PSA and project management systems.
Coordinating vendor communications and procurement follow-up activities.
Producing project reports and updating dashboards as required.
|
Acceptable Performance
Scorecard
- Average Billable Rate
- Project Engineer Utilization (Project focused)
- Customer Satisfaction (Project Delivery)
Dashboard
- Active Projects
- Projects Behind Schedule
- Project Resource Utilization Support
- Project Resource Scheduling
- Customer Escalations
- Project Forecast Accuracy
Tools
- ConnectWise PSA
- Microsoft 365
- IT Documentation Platforms
- Project Management and Collaboration Tools
- AI Productivity and Administrative Tools
Capabilities, Years of Experience, Education/Certifications
| Category | Requirements |
| Capabilities | Project Coordination, Scheduling and Planning, Customer Communication, Change Management, Meeting Facilitation, Documentation Management, Risk Identification, Organizational Skills, Time Management, Vendor Coordination, Cross-Functional Collaboration, Accountability and Follow-Through, Operational Excellence, PSA Administration |
| Education / Certifications | Associate's or Bachelor's degree in Business, Information Technology, Project Management, or related field preferred. Project management training or certifications (CAPM, PMP, Agile, Scrum, ITIL, or equivalent) beneficial but not required. |
| Experience | 3-5 years in project coordination, service delivery, operations, customer success, project administration, or related roles. MSP experience strongly preferred. Experience with PSA platforms, project scheduling, customer communication, and cross-functional coordination required. Strong proficiency with Microsoft 365 and project management tools. |
Compensation
This role offers a base hourly range of $25 - $33 per hour, plus a target annual incentive, based on performance.
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