Project Coordinator (Nonprofit)

Job Title: Project Coordinator (Nonprofit)

Location: Chicago IL (Primarily remote, with onsite support as needed)

Part-Time

Work arrangement: Most work can be completed remotely. Some onsite availability in Chicago is required for vendor visits, inspections, and property-related appointments. Working hours will be agreed upon with the Executive Director.

Job Description:

• We’re looking to place a Project Coordinator with our nonprofit client. We’re seeking someone organized and dependable to help keep administrative tasks, vendor requests, documents, and deadlines on track.
• Reporting to the Executive Director, this person will coordinate day-to-day follow-up with outside service providers and internal contacts. This is a good fit for someone who enjoys keeping things organized, communicating with different people, and making sure outstanding items get resolved.

What you’ll do:

• Maintain a simple tracker of assignments, owners, deadlines, and next steps.
• Schedule meetings and vendor appointments, capture action items, and follow up on commitments.
• Organize electronic files, contracts, vendor information, and administrative records.
• Gather documents such as W-9 forms, insurance certificates, and materials requested by service providers.
• Maintain a calendar of renewals, filings, inspections, and other important deadlines.
• Coordinate routine requests with accounting, HR, IT, and facilities providers.
• Help assemble documents for leadership, Board meetings, audits, and funder requests.
• Coordinate property service visits and provide onsite access when needed.
• Share brief progress updates and bring delays, urgent concerns, and approval requests to the Executive Director.

The coordinator will work with the professionals responsible for accounting, HR, IT, legal, and building services. Specialized work and organizational decisions remain with those providers and client's leadership.

What we’re looking for:

• Three or more years of experience in administrative support, office operations, project coordination, or vendor coordination.
• Strong organization and follow-through, including the ability to manage several deadlines.
• Clear, professional written and verbal communication.
• Comfort using Microsoft 365, including Outlook, Word, Excel, Teams, and shared electronic files.
• Good judgment when handling confidential information and identifying issues that need leadership attention.
• Ability to work independently and travel locally to client’s Chicago properties for scheduled and time-sensitive needs.

Nonprofit experience, experience supporting organizational change, and bilingual English/Spanish skills are a plus.