Project Coordinator

The Project Coordinator plays a vital role in launching new IT infrastructure projects by organizing resources, assigning engineers, ordering hardware, and maintaining clear communication with customers until the project is transitioned to a Project Manager. This client-facing position serves as the primary point of contact immediately after a sale. The coordinator also manages smaller workstation deployment projects from start to finish, including coordinating setup with clients. The projects focus on network infrastructure components such as servers, switches, and wireless access points, rather than software development. In essence, the coordinator is responsible for initiating each project, delegating tasks, and resolving any issues that arise throughout the process.

Key Responsibilities

- Manage approximately 10 to 12 new projects weekly (about 40 monthly) for a designated region, ensuring action is taken on each within five working days.
- Retrieve new projects from the regional landing board, where Finance creates them.
- Set up projects in ConnectWise by importing scopes via ScopeStack, reviewing customer quotes and service tickets, and breaking down work into phases and hours.
- Send kickoff emails to customers summarizing the signed quote and scope, addressing any discrepancies if disputes arise.
- Assign engineers through the ConnectWise dispatch portal, matching their availability and expertise to project needs.
- Coordinate hardware orders with the procurement team and monitor delivery timelines.
- Provide customers with estimated start dates once hardware ETAs are confirmed.
- Maintain the project backlog and transfer projects to Project Managers approximately four weeks before the scheduled start date.
- Proactively manage issues prior to handover, including shipping delays, warehouse follow-ups, and scope disputes, while keeping customers informed.
- Oversee small workstation deployment projects end-to-end, ensuring successful coordination with clients. Performance is measured by project volume and SLA compliance.

Required Qualifications

- Proven experience in project coordination specifically for IT infrastructure deployments, not limited to software projects.
- Previous roles such as Project Coordinator or Project Administrator, ideally within an MSP or IT services environment.
- Familiarity with network infrastructure projects involving servers, switches, wireless access points, and workstation rollouts.
- Direct experience coordinating with external customers.
- Hands-on involvement in hardware procurement or order tracking is highly advantageous.
- Experience using PSA or ticketing tools, with ConnectWise preferred but not mandatory.
- Strong adaptability to frequent and sometimes rapid process changes.
- Excellent communication skills, both written and verbal, to effectively liaise with customers, engineers, procurement, shipping, and warehouse teams.
- Strong problem-solving skills with the ability to take ownership of delays and scope disputes and drive them to resolution.
- Effective scheduling skills to balance engineer capacity and expertise across multiple concurrent projects.
- Daily use of ConnectWise (Manage and dispatch) and ScopeStack is expected; prior experience is beneficial but training will be provided. Familiarity with Power BI is a minor plus but not a hiring criterion.

Preferred Qualifications and Benefits

- A bachelor’s degree in IT, Business, or a related field is preferred.
- Experience working in a dynamic environment where processes evolve regularly, requiring flexibility and quick adaptation.

This role offers the opportunity to work closely with clients and internal teams in a fast-paced IT infrastructure setting, providing valuable experience in project coordination and hardware procurement within a supportive and evolving environment.