Project Coordinator – IT Projects
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Job Description
Project Coordinator advancing client IT projects for Bit By Bit, a managed IT services firm. Coordinating engineers, vendors, documentation, milestones, risks, and client communications.
Responsibilities:
- Support project initiation, scope clarification, and Statement of Work documentation for multiple client projects.
- Coordinate resources across engineering, service desk, NOC/SOC, vendors, and internal teams.
- Track milestones, deliverables, dependencies, risks, action items, and decisions using project management tools.
- Maintain project ownership and next actions and proactively follow up with responsible parties.
- Identify stalled work, missed commitments, resource conflicts, and emerging risks and escalate them.
- Assist with project budgeting, forecasting, scheduling, and financial tracking.
- Coordinate engineering time with resource/dispatch teams and help resolve scheduling conflicts.
- Prepare project meeting agendas, document decisions, capture action items, and follow up on commitments.
- Ensure project work is logged, scheduled, and tracked through project management, PSA, ticketing, and operational systems.
- Maintain awareness of client SLAs and operational commitments.
- Follow project governance, change management, documentation, security, and data-handling standards.
- Coordinate device provisioning, deployments, migrations, upgrades, and other implementation activities.
- Support handoffs from project teams to service desk/operations, including documentation, asset updates, open issues, and knowledge transfer.
- Act as a communication bridge between clients, project managers, engineers, vendors, and internal service teams.
- Provide project updates covering progress, milestones, risks, decisions, and timeline changes.
- Communicate with U.S.-based clients through email, Microsoft Teams, and project meetings.
- Translate project status and technical information into client-friendly language.
- Follow up on client decisions, approvals, questions, and commitments.
- Help manage expectations across client leadership and technical teams.
- Prepare and maintain project documentation, runbooks, SOPs, schedules, meeting notes, and status reports.
- Support user acceptance testing, final validation, and readiness activities.
- Complete project closeout activities, including documentation updates, ticket closure, asset updates, outstanding-item tracking, and lessons learned.
- Help ensure deliverables and documentation meet project and internal quality standards.
Requirements:
- 2–4+ years of experience in project coordination, project administration, or project management, ideally in technology or professional services.
- Ability to coordinate multiple projects or workstreams simultaneously while maintaining attention to detail.
- Strong written and spoken English, including professional communication with U.S.-based clients and colleagues.
- Strong organizational, follow-up, prioritization, and time-management skills.
- Comfort working with technical professionals and learning IT project terminology and workflows.
- Experience using a project management, ticketing, PSA, workflow, or task-tracking platform.
- Ability to identify risks, dependencies, and stalled work and take appropriate action.
- Ability to work independently in a distributed team while remaining responsive, collaborative, and accountable.
- Ability and willingness to work a full-time schedule aligned with U.S. Eastern Time.
- Previous experience within an MSP, IT services company, or client-facing technology environment preferred.
- Experience with project management platforms and software preferred.
- Familiarity with PSA/RMM or service management tools such as ConnectWise, Autotask, N-able, Kaseya, NinjaOne, or similar platforms preferred.
- Understanding of MSP workflows, SLAs, ticketing, asset management, change management, and service handoffs preferred.
- Exposure to Microsoft 365, Azure, networking, cloud, infrastructure, device deployment, or migration projects preferred.
- CAPM, PMP, or other formal project management training/certification preferred.
- Ownership and follow-through.
- Client orientation.
- Judgment.
- Attention to detail.
- Adaptability.
- Teamwork.
Benefits:
- Two weeks paid vacation
- Medical benefits
- Dental benefits
- Paid vacation
- Retirement plan
- Fully remote work arrangement
- Full-time overnight shift aligned with Eastern Time (USA)
- Occasional after-hours or on-call responsibilities may be required
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