IT Project Coordinator

Job Description:

The
Project Coordinator (PC)
ensures smooth execution of client technology projects within a Managed Services Provider (MSP) environment, they play a key role in delivering successful projects by managing small, standardized deployments (such as workstation and printer rollouts) and providing critical administrative and operational support to Project Managers (PMs) on larger, more complex engagements. Working within the ITS project framework, the PC ensures that project tasks are properly scheduled, tracked, and communicated driving project momentum and enhancing client experience.

The ideal candidate is highly organized, proactive, and detail-oriented, with strong communication and coordination skills, and a desire to grow within a project-driven environment.

Job Responsibilities:

Project Execution & Support

• Own the delivery of smaller projects that do not require direct Project Manager oversight (e.g., workstation and printer deployments), ensuring alignment with ITS standards and processes.
• Assist Project Managers with larger projects by scheduling resources, tracking milestones, creating documentation, and maintaining project momentum.
• Coordinate with internal departments and external stakeholders to ensure accurate task execution, timelines, and expectations.

Project Administration

• Maintain accurate and up-to-date project documentation, including task lists, status updates, meeting notes, and change logs.
• Track deliverables and follow up with internal and client teams to ensure timely task completion.
• Document and escalate risks or issues promptly to the appropriate team lead or PM.

Communication & Coordination

• Serve as a central point of communication between project stakeholders, ensuring alignment on deliverables, timelines, and expectations.
• Facilitate scheduling and coordination of internal and client-facing meetings, including sending out agendas and capturing notes and next steps.
• Promote client satisfaction by ensuring proactive, timely updates and coordination.

Process & Quality Assurance

• Enforce PMO standards, templates, and best practices.
• Support continuous improvement initiatives by identifying recurring bottlenecks or inefficiencies.
• Manage project closeout documentation, including user acceptance sign-offs and client deliverables.

Job KPI's

What Success Looks Like

• Small projects are delivered on time, with minimal escalations and high client satisfaction.
• Coordinators provide reliable, proactive support to PMs, freeing them to focus on technical leadership and strategic execution.
• Project documentation is consistently up-to-date, organized, and accessible.
• Project meetings are well-prepared, documented, and drive action.
• Communication with stakeholders is clear, timely, and professional.
• Timely and accurate time and expense tracking.
• Consistent adherence to PMO processes.
• Comfortable working independently in a remote environment.

Job Qualifications:

Core Competencies

• Strong organizational and multitasking ability in a dynamic service delivery environment.
• Excellent written and verbal communication skills.
• Working knowledge of IT and MSP operations (tickets, dispatch, project workflow, SLAs).
• Proficiency with PSA and PM tools (ConnectWise, Moovila, Autotask, ServiceNow, Microsoft Office Suite etc.)
• Financial acumen (budget tracking, margin awareness, and invoicing support).
• Ability to stay calm under pressure and manage multiple stakeholders.
• Strong attention to detail and a proactive approach to identifying and solving problems

Required Qualifications

• 1–3 years of project coordination or project support experience in an MSP, IT services, or technology environment.
• Certifications: CompTIA Project+, CAPM, ITIL Foundation (preferred but not required).
• Technical Familiarity: Basic understanding of networks, endpoints, servers, and cloud systems.

Job Requirements:

• A home office set up that meets the following:
• Computer: A working computer with a minimum of 8GB RAM and one of the following:
• Windows 11 with an Intel i5 or i7 (8th generation or newer), or
• AMD Ryzen 5 or series or newer), or
• macOS 12 or newer.
• Internet: Stable internet connection with at least 5 Mbps download and upload speeds.
• Audio Equipment: A quality headset with a noise-cancellation feature for meetings.
• Mobile Device: A smartphone capable of installing the Microsoft Authenticator app.
• Webcam: An HD webcam for video calls.
• A very strong cultural fit the ITS way (Our core values will be discussed during the interview)
• Excellent command of the English language both spoken and written
• Able to work full time 40 hrs. a week: 8:00 AM to 5:00 PM PST (Monday to Friday)
• Able to pass our online behavior and cognitive assessments.
• Able to provide NBI Clearance (for PH applicants).

Benefits:

• Comprehensive Health Plans / HMO (Employee & Dependent/s)
• Life Insurance
• Flexible Benefit Reimbursement (Dental/Vision/Mental Health/Wellness/Government Contributions)
• Paid Time Off (starts at 15 days per year)
• Maternity/Paternity Leave
• Paid US Holiday
• Night Shift Bonus
• Salary Advancement/Loan
• Health & Wellness Program
• Company-paid training and certification