Project Coordinator

Role Overview

The Project Coordinator will assist the PMO in organizing ongoing projects. This involves monitoring project plans, schedules, work hours, budgets, and expenditures, organizing and participating in stakeholder meetings, and ensuring that project deadlines are met. Projects may span each of the company’s major lines of business including Professional Services, Managed Services, NOC, Cloud, and Security related items.

Role Focus

• Primary Objective: Support the PMO in organizing ongoing projects and helping ensure project deadlines are met
• Approach: Organized, collaborative, documentation-focused, and deadline-driven project coordination
• Core Skills: Project monitoring, stakeholder coordination, meeting facilitation, documentation, scheduling, and administrative support
• Project Profile: Projects across Professional Services, Managed Services, NOC, Cloud, and Security related items
• Success Metrics: Timely project support, accurate documentation, effective meeting coordination, and maintained project schedules and calendars
• Challenges: Managing multiple project details, stakeholder needs, documentation requirements, and tight deadlines

Main Responsibilities

• Monitor project plans, project schedules, work hours, budgets, and expenditures
• Organize, attend, and participate in stakeholder meetings
• Document and follow up on important actions and decisions from meetings
• Prepare necessary presentation materials for meetings
• Assist Engineers, Project Managers, and other stakeholders in meeting project deadlines
• Assist with project changes
• Provide administrative project support, note taking, and documentation as needed
• Undertake project tasks as required
• Assist with resource management, calendar management, and scheduling
• Participate in project strategy development and planning
• Ensure projects adhere to frameworks and all documentation is maintained appropriately for each project
• Participate in project risk assessments where applicable
• Ensure stakeholder views are managed toward the best solution
• Chair and facilitate meetings where appropriate and distribute minutes to all project team members and stakeholders
• Maintain project management calendar items for fulfilling each goal and objective

Required Experience

• Experience using computers for a variety of tasks
• Knowledge of file management, transcription, and other administrative procedures
• Experience working effectively both independently and as part of a team
• Experience working on tight deadlines

Required Skills

• Exceptional verbal, written, and presentation skills
• Ability to work effectively both independently and as part of a team
• Competency in Microsoft applications including Word, Excel, and Outlook
• Strong organizational, calendar management, scheduling, note-taking, and documentation skills
• Ability to coordinate with Engineers, Project Managers, and other stakeholders
• Ability to manage project details and deadlines across multiple ongoing projects

Required Qualifications and Certifications

• Competency in Microsoft Word, Excel, and Outlook
• Knowledge of file management, transcription, and other administrative procedures

Additional Information

KPIs / Metrics

• Project plans, schedules, work hours, budgets, and expenditures monitored and maintained
• Project deadlines supported and tracked
• Meeting actions, decisions, and minutes documented and distributed
• Project documentation maintained appropriately
• Project management calendar items maintained for goals and objectives
• Stakeholder meetings organized and supported
• Some travel maybe required and heavy lifting required

Information Security & Data Privacy Responsibility 

All employees are responsible for adhering to company Information Security and Privacy Policies and ensuring that all applicable procedures are consistently followed. This includes safeguarding client and company data to maintain its security, availability, and confidentiality, and upholding all legal and regulatory obligations related to data protection. Employees are expected to perform their duties in a manner that prevents security breaches or incidents that compromise business operations, client data, client data, or the company’s financial and operational standing.