IT Project Manager Coordinator (Permanent WFH and Night Shift)

SUMMARY

We are seeking an experienced and highly organized Project Manager to oversee and coordinate multiple concurrent client projects and recurring engagements. The Project Manager will serve as a central point of coordination between clients, internal teams, and project stakeholders to ensure activities are properly scheduled, tracked, communicated, and completed on time.

This role is primarily focused on project management and coordination. The successful candidate will be comfortable managing multiple timelines and priorities, facilitating status meetings, coordinating deliverables, monitoring project progress, and proactively communicating project updates, risks, and action items to stakeholders.

The Project Manager will typically oversee approximately 11 active one-time projects, such as penetration testing, vulnerability scanning, and tabletop exercises, along with approximately 25–26 recurring client engagements involving monthly or quarterly activities.

JOB RESPONSIBILITIES

• Project Management & Coordination

  • Manage multiple concurrent projects and recurring client engagements from initiation through completion.
  • Develop and maintain project schedules, timelines, milestones, and action plans.
  • Track project tasks, dependencies, deliverables, and outstanding action items.
  • Coordinate activities across internal teams, clients, vendors, and other stakeholders.
  • Monitor project progress and proactively identify potential delays, scheduling conflicts, or risks.
  • Follow up with stakeholders to ensure assigned tasks and deliverables are completed on schedule.
  • Coordinate project rescheduling and adjustments when priorities, timelines, or client requirements change.
  • Maintain accurate and up-to-date project documentation and status information.

• Client & Stakeholder Management

  • Serve as a primary point of contact for project-related coordination and communication.
  • Establish and maintain strong working relationships with clients and internal stakeholders.
  • Communicate project timelines, expectations, deliverables, and status updates clearly and professionally.
  • Coordinate client deliverables, meetings, testing activities, and other scheduled engagements.
  • Proactively communicate changes, risks, issues, and delays to the appropriate stakeholders.
  • Ensure client questions and project-related concerns are properly tracked and addressed.

• Meetings & Reporting

  • Schedule, organize, and facilitate project status meetings and recurring client meetings.
  • Prepare meeting agendas and ensure appropriate stakeholders are included.
  • Document meeting notes, decisions, action items, and follow-up requirements.
  • Monitor action items and provide timely follow-up with responsible parties.
  • Provide regular project status updates to management and stakeholders.
  • Maintain project dashboards, trackers, schedules, and other reporting tools as required.

• Recurring Engagement Management

  • Coordinate approximately 25–26 recurring monthly or quarterly client engagements.
  • Maintain recurring activity calendars and ensure scheduled activities are completed within established timelines.
  • Monitor upcoming deliverables and proactively coordinate with clients and internal teams.
  • Identify scheduling conflicts or upcoming capacity concerns and address them proactively.
  • Ensure recurring activities are properly documented and tracked through completion.

• Project Delivery & Quality

  • Monitor projects against agreed timelines, milestones, and deliverables.
  • Escalate significant project risks, delays, or issues when appropriate.
  • Ensure project documentation is complete, accurate, and accessible to relevant stakeholders.
  • Support continuous improvement of project management processes, workflows, and coordination practices.
  • Help ensure projects and recurring engagements are delivered consistently and professionally.

• Typical Workload

  • The Project Manager will generally be responsible for coordinating:

    • ~11 active one-time projects, which may include:
    • Penetration testing
    • Vulnerability scanning
    • Tabletop exercises
    • Security assessments
    • Other client-specific projects

  • ~25–26 recurring engagements, involving:

    • Monthly activities
    • Quarterly activities
    • Scheduled client deliverables
    • Recurring assessments or services
    • Client meetings and follow-up activities
    • The role requires strong organizational skills and the ability to manage a high volume of concurrent schedules, deadlines, stakeholders, and deliverables without losing visibility into individual project requirements.

QUALIFICATIONS

• 5+ years of experience in project management, project coordination, client coordination, or a similar role.

• Demonstrated experience managing multiple concurrent projects, tasks, and schedules.

• Strong organizational and time-management skills.

• Excellent written and verbal communication skills.

• Experience coordinating with clients, internal teams, vendors, or other stakeholders.

• Strong follow-up and task-tracking capabilities.

• Ability to prioritize competing deadlines and manage changing requirements.

• Strong attention to detail and ability to maintain accurate project documentation.

• Comfortable facilitating meetings and communicating project status to stakeholders.

• Proficiency with common project management, collaboration, scheduling, and productivity tools.

• Nice to have

  • PMP certification or equivalent project management certification.
  • Experience working in a Managed Services Provider (MSP), cybersecurity, IT services, or technology environment.
  • Experience managing recurring client engagements or service delivery schedules.
  • Familiarity with cybersecurity projects such as penetration testing, vulnerability assessments, security assessments, or tabletop exercises.
  • Experience with project management platforms such as Monday.com, Asana, Jira, Smartsheet, ClickUp, or Microsoft Project.
  • Experience working with geographically distributed or remote teams.

• Core Competencies

  • Project Management & Coordination
  • Client & Stakeholder Management
  • Scheduling & Timeline Management
  • Task & Deliverable Tracking
  • Communication & Facilitation
  • Organization & Prioritization
  • Risk and Issue Management
  • Attention to Detail
  • Problem Solving
  • Follow-through and Accountability

JOB REQUIREMENTS

• Should be willing to accept a long-term work-from-home arrangement.
• Should be amenable to a permanent night shift schedule.