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 smaller workstation deployment projects, coordinating directly with clients to ensure smooth execution. The focus of these projects is on network infrastructure components such as servers, switches, and wireless access points, rather than software development.

Key Responsibilities

- Pick up new projects from the regional landing board, where Finance creates them, and act on each within five working days.
- Set up each project in ConnectWise by importing the scope through ScopeStack, reviewing the customer quote and service ticket, and breaking down the work into phases and hours.
- Send kickoff emails to customers summarizing the signed quote and scope, resolving any discrepancies if customers dispute the agreement.
- Assign engineers through the ConnectWise dispatch portal, matching their availability and expertise to project requirements.
- Coordinate with the procurement team to order hardware and track deliveries.
- Provide customers with estimated project start dates once hardware delivery timelines are confirmed.
- Manage the project backlog and transition projects to a Project Manager approximately four weeks before the scheduled start date.
- Address issues prior to handover, including shipping delays, warehouse follow-ups, and scope disputes, while keeping customers informed.
- Independently run small workstation deployment projects end to end, ensuring timely completion and adherence to service level agreements (SLAs).

Required Qualifications

- Proven experience in project coordination specifically within IT infrastructure deployments, including servers, switches, wireless access points, and workstation rollouts.
- Strong adaptability to frequent and sometimes rapid process changes, maintaining productivity despite evolving workflows.
- Excellent communication skills, both written and verbal, for effective interaction with customers, engineers, procurement, shipping, and warehouse teams.
- Demonstrated problem-solving ability with ownership of delays and scope disputes, driving issues to resolution.
- Comfortable with procurement coordination, including placing and tracking hardware orders.
- Effective scheduling skills to balance engineer capacity and expertise across multiple concurrent projects.
- Familiarity with project management and dispatch tools such as ConnectWise and ScopeStack; prior experience is advantageous but not mandatory as training is provided.

Preferred Qualifications and Benefits

- Previous roles as a Project Coordinator, Project Administrator, or similar within a Managed Service Provider (MSP) or IT services environment.
- Direct experience coordinating with external customers and managing client relationships.
- Hands-on experience with hardware procurement or order tracking is highly valued.
- Experience using PSA or ticketing systems, ideally ConnectWise.
- A bachelor’s degree in IT, Business, or a related field is preferred but not required.

This role offers the opportunity to work in a dynamic environment where adaptability and proactive communication are key. Training on specific tools and processes will be provided to support success in this position.