IT Project Coordinator

Project Coordinator

The Project Coordinator supports the successful execution of organizational and departmental IT projects by assisting the IT Project Manager in planning, coordinating, and monitoring project activities. This role ensures project documentation is up-to-date and plays a critical part in ensuring timelines, deliverables, and communications are aligned across teams and stakeholders. The ideal candidate is detail-oriented, proactive, and thrives in a dynamic, fast-paced environment, with a passion for using technology to enhance the Food Bank's efficiency and impact.

This role requires strong active listening, organizational, and administrative coordination skills to support information-heavy projects, maintain operational documentation, and contribute to process improvement initiatives.

The Project Coordinator will:

• Assist the IT Project Manager in the initiation, planning, execution, monitoring, and closing of IT projects.
• Coordinate daily project activities to ensure tasks are completed on time and within scope.
• Maintain and update detailed project schedules, timelines, and milestone tracking.
• Assist in the preparation of project proposals, plans, and presentations.
• Track project risks, issues, and changes, and assist in resolving project-related problems.
• Support resource planning and track utilization of personnel, equipment, and materials across projects.
• Assist with monitoring project budgets, invoices, and expenditures to ensure alignment with approved plans.
• Support contract workflow processes by coordinating documentation, tracking approvals, and following up with internal stakeholders to ensure timely execution and departmental allocation of expenditures.
• Ensure deliverables meet established quality standards and stakeholder expectations.
• Assist leadership with organizing and tracking project milestones, action items, progression plans, and operational documentation across multiple platforms and systems.

Documentation, Administration & Information Management:

• Schedule and coordinate meetings, take notes, and distribute meeting minutes.
• Prepare and distribute project documentation, including status updates, reports, action items, and risk logs.
• Gather, organize, and maintain operational and project-related information to support departmental knowledge bases, workflow continuity, and project execution.
• Maintain accurate and organized records, meeting notes, project trackers, operational files, and departmental documentation in accordance with organizational retention policies and procedures.
• Support high-volume administrative functions involving document preparation, version control, tracking, and follow-up across multiple projects and departments.
• Collaborate with cross-functional teams to gather, review, and organize operational information, including reviewing recordings or meeting materials to support documentation accuracy and project execution.

Collaboration, Communication & Process Improvement:

• Work closely with cross-functional teams to ensure effective collaboration and adherence to project plans.
• Act as the primary liaison between the project team and stakeholders.
• Support process improvement efforts by documenting lessons learned and contributing to the refinement of project management methodologies.
• Utilize active listening and critical thinking skills to identify operational gaps and support process improvement initiatives under the guidance of leadership.

Competencies:

• Communication: Act as the primary liaison between the project team and stakeholders. Facilitate regular updates, meetings, and communications among project team members. Prepare and distribute project status reports, meeting minutes, and other project documentation. Demonstrate strong active listening skills and professionalism when communicating with internal and external stakeholders. Demonstrate openness to feedback, coaching, and ongoing professional development.
• Documentation and Reporting: Independently perform project coordination, documentation, research and administrative responsibilities independently while exercising sound judgment and critical thinking without solely relying on artificial intelligence (AI). Ensure all project documentation is accurate, up-to-date, and accessible. Assist in the preparation of project proposals, plans, and presentations. Monitor and report on project progress, timelines, risks, and resource needs. Manage and organize multiple documents, project files, trackers, and administrative records simultaneously while maintaining attention to detail and accuracy.
• Resource & Time Management: Coordinate the allocation of project resources, including personnel, equipment, and materials. Assist in managing project budgets and expenditures. Prioritize tasks and manage multiple projects simultaneously with attention to deadlines. Demonstrate the ability to adapt to evolving responsibilities and build institutional knowledge through progressive training and increased responsibility over time.
• Quality Assurance: Evaluate information for accuracy, completeness, and reliability, regardless of the source or tool used to generate. Appropriately utilize organizational technology tools, including artificial intelligence (AI) tools when authorized, in accordance with organizational policies, data privacy requirements and project needs. Ensure project deliverables meet quality standards and stakeholder expectations. Assist in the development and implementation of project management processes and best practices.

Qualifications:

• Bachelor's degree in Information Technology, Business Administration, or a related field.
• Minimum of 2 years of experience in project coordination or a similar project support role.
• Experience in IT project management is preferred such as supporting documentation-heavy environments, administrative workflows, or cross-functional operational projects is preferred.
• Communicates accurately, honestly, supportively and in a timely manner with external stakeholders and department and interdepartmental team members. Demonstrates strong planning, organizing, time management, and interpersonal skills.
• Demonstrate ability to independently perform project coordination, documentation, research and administrative responsibilities independently while exercising sound judgment and critical thinking without solely relying on artificial intelligence (AI).
• Ability and experience to evaluate information for accuracy, completeness, and reliability, regardless of the source or tool used to generate.
• Strong organizational and time management skills, with an ability to prioritize effectively.
• Excellent verbal and written communication skills.
• Proficiency in project management and productivity tools such as Microsoft Project, JIRA, Trello, etc, not required but preferred.
• Strong analytical and problem-solving abilities.
• Ability to manage sensitive or confidential information with professionalism and discretion.
• Ability to work both independently and as part of a collaborative team.
• Interpersonal effectiveness skills
• Certifications, preferred but not required: CAPM, PMP, or other project management certifications are preferred.
• Passion for the Food Bank's mission and commitment to the values of the organization: collaboration, inclusion, diversity, equity, accessibility, respect, service, stewardship & accountability.

Benefits:

• Medical: Employee HMO coverage as little as $10 per bi-weekly paycheck and access to Nonstop Health funds
• Dental: Employee HMO coverage available at no cost
• Vision: Comprehensive vision insurance with generous allowances for examinations and material costs
• Flexible Spending Accounts
• Employer-paid Life Insurance and Long-Term Disability
• Optional Long-Term Care Insurance
• 403(b) retirement savings plan with employer match
• Employee Assistance Program (EAP) with expanded Mental Health
• Employee recognition programs
• Growth & career development support for professional certifications and additional training resources
• Vacation: Two weeks annually for the first three years
• Holiday: Nine paid holidays; eligible upon date of hire
• Sick Leave Time available

As a part of the Food Bank's pre-employment screening process, all potential employees are subject to a Criminal Background Check.

In instances of a federal, state or locally declared emergency, Los Angeles Regional Food Bank is typically considered an essential service and emergency responder; all of its employees may be called in to perform regular or emergent duties.

The Los Angeles Regional Food Bank is proud to be an "Equal Opportunity Employer." Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. The Food Bank fosters an organizational culture where ideas and decisions from all people help us grow, innovate, and serve in a rapidly changing world. We strongly encourage people from underrepresented groups to apply.