Project Coordinator

Job Description

Job Description

Project Coordinator

CIO Technology Solutions | Tampa, FL (On-site) | Full-time

About CIO Tech

CIO Technology Solutions is a managed services provider in Tampa. Since 2010, we have handled IT support, security, cloud, and infrastructure projects for businesses across Tampa Bay.

The Role

The Project Coordinator runs our client projects from start to finish. You are the client's main point of contact for project status. You work with engineering, account management, and operations to keep projects on schedule, within scope, and well documented.

Our engineers do the technical work. You own the schedule, the communication, and the records. This is a coordination role, not an engineering role. If you like structure, follow-through, and clients who never have to ask where things stand, keep reading.

What You'll Do

• Set up new projects and build schedules from the approved scope of work
• Schedule meetings and project resources across our internal teams
• Lead client kickoff meetings and ongoing project check-ins
• Give clients timely updates on progress, milestones, risks, and delays
• Document meetings, decisions, and action items and share them with stakeholders
• Spot scope changes early and route them to the right team
• Monitor project hours and budget and raise concerns early
• Track hardware and software orders and keep clients updated on delivery
• Keep project tickets, notes, and schedules current and accurate
• Drive projects to a clean closure and a smooth transition to ongoing support

Project Invoicing

You play a key part in getting projects billed correctly. Each month you will:

• Review project time, expenses, and products for accuracy
• Confirm labor is billed at the rates in the signed quote
• Hold back items that are not ready to bill, such as products not yet delivered
• Prepare multi-month projects for monthly progress billing
• Flag discounts, comped projects, and unclear billing for management review
• Have projects ready to invoice before month-end

What You Bring

• 2 to 3 years of project coordination experience, ideally at an MSP or IT services company
• Working knowledge of IT infrastructure, Microsoft 365, and common business technology
• Experience with a PSA or ticketing system. ConnectWise PSA is a plus.
• Excellent verbal and written communication skills
• Strong organization across multiple active projects and deadlines
• Comfort running client meetings with all levels of a client organization
• Discipline about documentation, follow-through, and deadlines
• Sound judgment on when to escalate issues
• Proficiency with Outlook, Teams, SharePoint, Word, and Excel
• Basic understanding of project budgets, time and expense tracking, and billing
• High school diploma or GED required. An associate's or bachelor's degree in business or IT, or a CAPM, CompTIA Project+, or ITIL Foundation certification, is preferred.

How We Measure Success

• High client satisfaction
• Projects delivered on the committed timeline and within budget
• Clients get timely updates without having to ask
• Accurate, current project records
• Projects ready to invoice at month-end with minimal corrections

Why CIO Tech

• A small team where your work is visible and your input can change how we operate
• A standardized, modern technology stack
• Exposure to a wide range of client environments and technologies
• Medical, dental, vision, PTO, SIMPLE IRA with a company match, and certification reimbursement

Position Details

• Full-time, exempt
• On-site at our Tampa, FL office
• Reports to the Director of Service Operations