Project Coordinator – Information Technology

The Project Coordinator will play a vital role in supporting the planning, coordination, and successful delivery of IT infrastructure projects. These projects include data center builds, structured cabling, network and wireless deployments, as well as audiovisual and physical security installations such as CCTV, access control systems, and time clock solutions. The role requires close collaboration with technicians, Project Managers, technical teams, and customers to ensure projects meet agreed timelines, specifications, and quality standards. Responsibilities include scheduling, progress monitoring, documentation management, and facilitating clear communication across all stakeholders.

Key Responsibilities

Project Coordination & Delivery Support
Assist Project Managers in developing project plans, schedules, milestones, and delivery timelines. Coordinate all project activities from initiation through to completion and handover. Maintain accurate documentation and status reports for multiple concurrent projects.

Site Surveys & Progress Monitoring
Organize site surveys, manage access arrangements, and verify site readiness. Collect and document survey findings, technical requirements, and site information to support effective project planning. Monitor project progress, identify delays or issues, and escalate risks or scope changes to the Project Manager promptly.

Resource & Team Coordination
Manage technician assignments, schedules, and resource availability across various projects. Communicate work instructions, site requirements, and timelines clearly to field technicians and installation teams. Liaise with suppliers and subcontractors concerning equipment, materials, logistics, and delivery schedules.

Customer & Stakeholder Communication
Facilitate communication between customers, Project Managers, technical teams, and field resources. Schedule meetings, provide progress updates, and follow up on outstanding requirements and deliverables. Support customer queries, project handovers, and ensure proper sign-off documentation is completed.

Quality, Reporting & Commercial Support
Maintain project trackers, progress reports, meeting notes, risk logs, and completion records. Coordinate quality assurance checks and follow up on any installation issues or corrective actions. Track project expenses and milestones to assist with budget monitoring and invoicing. Support RFP/RFQ responses by gathering technical requirements, staffing needs, and scheduling information.

Process Improvement & Data Protection
Maintain and update project templates, checklists, and handover documentation to enhance coordination and efficiency. Handle all customer and project information confidentially, adhering to GDPR and company policies.

Required Qualifications

- 5 to 6 years of relevant experience in project coordination, project management support, or IT infrastructure project delivery.
- Proven experience coordinating technical projects, technician scheduling, and managing multiple project activities simultaneously.
- Strong organizational skills with excellent communication, documentation, and stakeholder management abilities.
- Familiarity with data centers, structured cabling, networking, Wi-Fi deployments, or AV/physical security installations.
- Good understanding of project reporting, resource planning, budgeting, and RFP/RFQ processes.
- Proficiency in Microsoft Office; experience with MS Project, Jira, Asana, or similar project management tools is preferred.
- Excellent written and verbal English communication skills; German language skills are an advantage.
- Ability to prioritize multiple tasks and coordinate effectively with customers, technical teams, and project stakeholders.

Preferred Qualifications

- Degree in IT, engineering, business administration, project management, or a related discipline.
- Project management certification such as CAPM, PMP, or PRINCE2.
- In-depth understanding of networking, Wi-Fi deployments, structured cabling, and physical security systems.

This role offers the opportunity to work on diverse and technically complex IT infrastructure projects, contributing to the successful delivery of critical organizational initiatives.