Project Coordinator

Position Summary

The Project Manager Coordinator will support the PMO, consisting of two Sr. PM’s and PMO Director, in planning, coordinating, tracking, and reporting project activities. This entry-level role helps maintain project documentation, action items, risks, issues, and communications to support successful project delivery.

The Project Manager Coordinator works collaboratively with cross-functional teams, stakeholders, vendors, and leadership. The role is intended to build foundational project management experience while helping protect project scope, schedule, quality, and stakeholder alignment.

Key Responsibilities

Project Coordination

• Support project managers with day-to-day project coordination.
• Maintain project timelines, milestones, and deliverable trackers.
• Coordinate project meetings, including scheduling, agendas, attendance, and follow-up.
• Prepare meeting notes and document decisions, action items, owners, and due dates.
• Monitor action items and follow up with responsible team members.
• Assist with tracking project dependencies and handoffs between teams.
• Support Agile ceremonies, including stand-ups, backlog reviews, sprint planning, reviews, and retrospectives, when applicable.

Project Documentation and Reporting

• Maintain project plans, status reports, RAID logs, decision logs, stakeholder lists, and other project artifacts.
• Collect project updates from workstream leads and team members.
• Escalate overdue items, emerging risks, and schedule concerns to the project manager.
• Support the development of presentations, dashboards, and executive reporting materials.
• Ensure project documents are organized, current, and accessible.

Stakeholder and Team Support

• Help coordinate cross-functional meetings and workstream activities.
• Assist with stakeholder follow-up and response tracking.
• Help identify communication gaps, resource constraints, and unresolved decisions.

Risk, Issue, and Change Support

• Assist with identifying and documenting risks, assumptions, issues, and dependencies.
• Maintain the RAID log and support regular reviews with the project team.
• Track mitigation plans and follow up on assigned actions.
• Document requested changes to scope, schedule, requirements, or deliverables.
• Bring potential impacts to the project manager’s attention.
• Support change control and governance activities as directed.

Administrative and Operational Support

• Manage program calendar, distribution lists, shared folders, and SharePoint site.
• Track project-related training, onboarding, access, and participation requirements.
• Assist with procurement, invoicing, timesheet, and vendor coordination activities when applicable.
• Support project closeout activities, including lessons learned, and phase transition materials.
• Perform other project coordination duties as assigned.

Required Qualifications

• Very strong organizational skills and attention to detail.
• Some experience with administrative coordination, project support, operations, business analysis, or team coordination.
• Ability to manage multiple assignments and competing deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively with individuals at different organizational levels.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Ability to maintain confidential and sensitive information appropriately.

Preferred Qualifications

• Internship, coursework, or experience in project management and/or business operations.
• Familiarity with project management concepts, including scope, schedule, milestones, dependencies, risks, issues, and change management.
• Familiarity with Agile, Scrum, or other delivery methodologies.
• Experience using project management or collaboration tools such as Planview, AirTable, Microsoft Planner, Jira, Azure DevOps, SharePoint, or similar platforms.
• CAPM, Scrum certification, or other project management training.

Core Competencies

• Organization and follow-through
• Communication and active listening
• Attention to detail
• Collaboration and teamwork
• Time management
• Problem-solving
• Adaptability
• Professional judgment
• Customer and stakeholder service
• Accountability

Work Environment

This position will operate in a hybrid environment and requires regular collaboration with project teams, stakeholders, leadership, and vendors. The role may require participation in meetings across multiple workstreams and occasional schedule flexibility to support project needs.

Success Measures

Success in this role will be demonstrated by the individual’s ability to:

• Keep project documentation accurate, organized, and current.
• Complete assigned coordination activities on time.
• Maintain reliable action item, risk, issue, and dependency tracking.
• Provide clear and timely project updates.
• Support effective meetings and follow-through.
• Build positive working relationships with project teams and stakeholders.
• Identify and communicate potential concerns before they affect scope, schedule, or delivery.
• Progressively develop project management knowledge and independence.

Position Level

Entry Level

Suggested Alternative Titles

• Project Coordinator
• Project Management Coordinator
• Associate Project Manager
• Project Analyst I
• Program Coordinator
• Project Support Specialist