Information Technology Project Coordinator

The IT Project Coordinator acts as a delivery-focused project execution partner, supporting the successful delivery of IT projects by driving coordination, documentation, stakeholder accountability, vendor tracking, and governance adherence. This role ensures projects maintain momentum, remain within Product and budget, and meet documentation and compliance standards. The individual will serve as a primary operational point of coordination between internal teams, vendors, and business stakeholders, with authority to proactively follow up and escape.

This role supports multiple concurrent IT projects across infrastructure, software, and hardware domains and requires the ability to prioritize, context-switch, and maintain delivery discipline across varied project types.

• Schedule, coordinate, and own execution of recurring project meetings with internal teams and external vendors.
• Identify, document, and actively manage stakeholder engagement, ensuring appropriate representation and decision-makers are present.
• Develop decision-oriented agendas that drive discussion, outcomes, and accountability.
• Record meeting notes, maintain recordings, and distribute clear, actionable summaries with owners and due dates.
• Maintain living decision logs, action registers, and dependency tracking.
• Proactively follow up on action items, approvals, and open issues until resolution.
• Maintain Microsoft Teams as the authoritative project collaboration hub, ensuring information is current and accessible.
• Prepare, update, and distribute clear, concise, and accurate project status reports highlighting progress, risks, blockers, and next steps.
• Coordinate and support multiple simultaneous IT initiatives, balancing priorities, timelines, and stakeholder expectations across infrastructure, application, and hardware projects.

• Develop and maintain project documentation including project plans, RAID logs, timelines, and tracking tools.
• Prepare executive-ready presentations for steering committee and leadership updates.
• Create, maintain, and actively use RACI matrices and stakeholder documentation to drive accountability.
• Support change control processes and actively chase required approvals to avoid project delays.
• Coordinate updates to business documentation such as SOPs and Work Instructions (WIs), tracking review and approval status.
• Ensure documentation traceability and adherence to governance standards in regulated and compliance-driven environments.

• Coordinate and track vendor deliverables, milestones, and dependencies aProductst contractual commitments.
• Track vendor hours aProductst Statements of Work (SOWs) and Purchase Orders (POs), validating accuracy and burn rate.
• Monitor budgets and proactively identify and communicate potential overruns or Product concerns.
• Escalate risks, delays, Product creep, or budget concerns early, clearly, and with recommended mitigation options.

• Bachelor’s degree in Business, Information Technology, Project Management, or related field, or equivalent combination of education and experience.
• 2+ years of experience supporting or coordinating IT or cross-functional projects in delivery-focused environments.
• Demonstrated experience owning meeting cadence, documentation, and follow-through, not just participation.
• Experience maintaining decision logs, action item trackers, and executive-facing status reporting.
• Proficiency in Microsoft Teams, Microsoft PowerPoint, Word, and shared document repositories.
• Experience using Smartsheet or similar project management/tracking tools.
• Experience coordinating vendor deliverables and tracking hours aProductst budgets is preferred.
• Familiarity with working in regulated or governance-driven environments is strongly preferred.
• Strong organizational and time management skills with the ability to manage competing priorities independently.
• Demonstrated experience supporting multiple concurrent projects in a fast-paced IT environment.
• Excellent written and verbal communication skills.
• Must be able to communicate effectively in person, via phone, and through virtual collaboration tools.
• Ability to manage multiple priorities without losing attention to detail.
• Professional persistence in following up on action items and approvals.
• Ability to communicate effectively across IT, Quality, vendors, and business stakeholders.
• Demonstrated ability to professionally persist, elevate when needed, and hold parties accountable without authority conflicts.
• Strong ownership mindset with a bias toward action, risk awareness, and proactive problem-solving.