Project Coordinator

Position Summary

The Project Coordinator drives operational excellence by supporting the end-to-end planning, execution, and delivery of complex customer and internal initiatives. Acting as a pivotal communication bridge across program managers, clients, vendors, technical teams, and logistics providers, this role ensures projects move forward seamlessly—on time, within budget, and aligned with strategic requirements.

Operating in a fast-paced technology and services ecosystem, the Coordinator oversees multi-site logistics, tracks critical milestones, and champions proactive problem-solving. By combining strong organizational rigor with modern productivity and AI-enabled workflows, this position minimizes friction, mitigates delivery risks, and keeps multi-threaded projects meticulously on track.

Key Responsibilities

Project Administration & Lifecycle Support

• Partner with Project Managers to orchestrate the simultaneous delivery of multiple concurrent projects.
• Build and maintain dynamic project schedules, master task trackers, and milestone tracking dashboards.
• Facilitate full-cycle project communication, including scheduling kickoffs, steering committee reviews, and status syncs.
• Capture, distribute, and track meeting minutes, action items, RAID (Risks, Assumptions, Issues, Dependencies) logs, and change requests.
• Escalate timeline roadblocks, resource constraints, or delivery risks to leadership before they impact project health.

Financial, Resource & Schedule Oversight

• Monitor schedule performance against baselines and proactively flag potential timeline or budget variances.
• Support labor-hour tracking, expense monitoring, and resource scheduling across cross-functional delivery teams.
• Synthesize project data to build clear, executive-ready reporting dashboards and regular stakeholder updates.

Vendor, Logistics & Supply Chain Coordination

• Serve as the central point of contact for external vendors, suppliers, distributors, and internal procurement teams to align dependencies.
• Oversee end-to-end shipping and delivery logistics for project implementation hardware and materials.
• Track purchase orders, manage inventory movements, confirm delivery milestones, and verify deployment readiness.
• Partner directly with logistics providers to troubleshoot shipping anomalies, customs delays, or transport bottlenecks, maintaining clean audit records through project closeout.

Stakeholder Communication & Change Management

• Maintain transparent, proactive communication channels with customers, vendors, and internal teams to manage expectations.
• Streamline project documentation and drive approval workflows to secure timely sign-offs.

Modernization & AI-Enabled Efficiency

• Harness AI-driven productivity platforms to streamline meeting transcriptions, draft project summaries, and accelerate action-item tracking.
• Utilize advanced analytics and reporting tools to forecast potential delivery delays and surface project trends.
• Apply critical thinking and strict confidentiality standards to review, refine, and validate all AI-generated content.
• Actively contribute to continuous process automation and operational workflow optimization initiatives.

Required Qualifications

• Education: Bachelor’s degree in Project Management, Business Administration, Information Technology, Supply Chain Management, or a related field (equivalent practical experience will be evaluated).

• Experience: 2+ years of demonstrated success in project coordination, project administration, operations, logistics, or procurement roles.

• Technical Proficiency:

  • Advanced command of the Microsoft Office Suite (Excel, Word, Teams, Outlook, PowerPoint).
  • Hands-on experience with modern project management software (e.g., Microsoft Project, Smartsheet, Asana, Jira).
  • Familiarity with AI productivity and automation tools.

• Competencies & Core Skills:

  • Exceptional organizational and multi-tasking skills with a relentless attention to detail.
  • Proven ability to balance competing priorities in a fast-paced environment across cross-functional, distributed teams.
  • High emotional intelligence with strong written and verbal communication skills.
  • Demonstrated capability to thrive in a remote, offshore-supported setting spanning multiple time zones.