Project Coordinator

The Project Coordinator plays a crucial role in initiating and managing IT infrastructure projects from inception until they are handed over to a Project Manager. This client-facing position involves setting up new projects, assigning engineers, ordering hardware, and maintaining clear communication with customers throughout the process. The coordinator also independently manages small workstation deployment projects, ensuring smooth coordination with clients. The focus of these projects is on network infrastructure components such as servers, switches, and wireless access points, rather than software development. In essence, the coordinator is responsible for launching each project, allocating resources, and resolving any issues that arise along the way.

Key Responsibilities

The coordinator handles approximately 10 to 12 new projects weekly, totaling around 40 projects monthly for a designated region, and must initiate action on each project within five working days. Responsibilities include:

- Monitoring the regional landing board where Finance creates new projects and promptly picking them up.
- Setting up each project in ConnectWise by importing the scope through ScopeStack, reviewing customer quotes and service tickets, and breaking down the work into phases and estimated hours.
- Sending kickoff emails to customers summarizing the signed quote and scope, and addressing any disputes or mismatches.
- Assigning engineers via the ConnectWise dispatch portal, carefully matching their availability and expertise to project requirements.
- Coordinating with the procurement team to order hardware and tracking deliveries to ensure timely arrival.
- Providing customers with estimated start dates once hardware delivery timelines are confirmed.
- Managing project backlogs and transitioning projects to a Project Manager approximately four weeks before the scheduled start date.
- Proactively resolving issues such as shipping delays, warehouse follow-ups, and scope disputes while keeping customers informed.
- Leading small workstation deployment projects from start to finish, including client coordination, with success measured by project volume and SLA adherence.

Required Qualifications

Candidates must demonstrate experience in project coordination specifically related to IT infrastructure deployments rather than software projects. Essential qualifications include:

- Previous experience as a Project Coordinator, Project Administrator, or a similar role, ideally within a Managed Service Provider (MSP) or IT services environment.
- Familiarity with network infrastructure projects involving servers, switches, wireless access points, and workstation rollouts.
- Proven ability to coordinate directly with external customers.
- Hands-on experience with hardware procurement or order tracking is highly advantageous.
- Experience using PSA or ticketing tools, preferably ConnectWise, is beneficial.
- A bachelor’s degree in IT, Business, or a related field is preferred.

Required Skills and Tools

Adaptability is critical, as processes change frequently—approximately every three months, sometimes overnight. Strong communication skills are essential for clear and confident interaction with customers, engineers, procurement, shipping, and warehouse teams. Problem-solving abilities are necessary to take ownership of delays and scope disputes and drive them to resolution. The role requires comfort with procurement coordination and balancing engineer capacity and skills across multiple projects simultaneously. Daily use of ConnectWise (for project management and dispatch) and ScopeStack is expected. While prior experience with these tools is a plus, comprehensive training will be provided. Light use of Power BI is involved but is not a hiring criterion.

This role offers the opportunity to work in a dynamic environment where adaptability and proactive communication are valued, supporting the successful delivery of critical IT infrastructure projects.