IT Project Coordinator

About Darkhorse Tech

Darkhorse Tech provides comprehensive Dental-Specific IT services to our clients including ongoing support (Managed Services), startup projects & expansions (planning, design, buildouts) as well as software & hardware sales and maintenance.

As a leader in the industry, we have created and continue to foster relationships with all leading-edge technology companies servicing the Dental community. Our company was created by founder and CEO, Reuben Kamp who left his job at a nationwide Dental IT company to build a relationship-focused version of a Managed Service Provider (MSP) which creates true partnerships with it's clients.

Constantly building on our 13 years of experience we are now servicing roughly 1400 clients nationwide and continue to see massive growth while focusing on maintaining unparalleled support for our Dental Practice partners. With technicians on the ground throughout the country we offer in-person as well as remote support.

About You

Service first. Providing exemplary service means recognizing it. Have you put off a call to your cell phone company because the idea of waiting on hold, requesting a manager only to fight for a solution seems exhausting? Have you ever been pleasantly surprised by a service organization where your call is addressed efficiently, with care and acknowledgement that you are their top priority because you (as a client) are the lifeblood of their business? There is a huge difference in these approaches, and the latter builds loyalty and trust which is vital to the health of any business.

You are solution-oriented and accountable. When given an opportunity to address an issue you follow service standards and quickly provide a solution, if you can't you are able to escalate the issue and alert your manager to your need/want for knowledge and growth - all while communicating progress in a professional and engaging manner with the client.

Part of our team! While service tickets are addressed individually our crew is always ready to support one another, you will both receive and provide help as we are all working toward the same goal. Together we provide a level of service that our clients dream of and that we stand behind.

Project Coordinator Summary

As the Project Coordinator, you will work under the direction of the Project Manager to assist with a variety of administrative tasks and oversee multiple projects. You will also help to ensure that tasks and tickets are completed on time, and maintain communication with clients, vendors, and technicians regarding scope of work and project timelines.

Ideal Candidate Profile: Project Coordinator
The ideal candidate for the Project Coordinator role is highly organized, proactive, and comfortable managing a high volume of moving pieces in a fast-paced environment. This person does not need to be technical, but they do need to be highly dependable with communication, follow-up, documentation, and ownership of next steps.
This role is best suited for someone who can bring structure, consistency, and accountability to a busy project environment. The strongest candidate will be someone who understands that successful project coordination depends heavily on clear client communication, timely follow-through, and making sure no task, update, or commitment falls through the cracks.

Preferred Experience
The strongest candidate will have prior experience in project coordination, operations coordination, scheduling, client coordination, account coordination, or a similar role where they were responsible for keeping multiple workstreams organized and on track.
Experience in an MSP, IT, or professional services environment is a plus, but not required. More important than industry-specific experience is the ability to communicate clearly, manage follow-up, track open items, prioritize effectively, and stay organized when timelines or expectations shift.
The ideal candidate should have experience supporting multiple concurrent projects, tasks, or client requests at one time. They should be able to demonstrate that they have successfully managed competing priorities in a fast-paced environment where client communication, follow-through, and attention to detail were critical.

Key Responsibilities
The Project Coordinator will work under the direction of the Project Manager to help coordinate multiple active projects at one time. This role is responsible for tracking project-related tasks and tickets, coordinating schedules, communicating with clients and vendors, and helping ensure timelines and expectations remain clear.

Responsibilities include:

· Communicate clearly and proactively with clients regarding scope, scheduling, timelines, updates, and next steps

· Follow up consistently on open items, pending responses, delayed tasks, and outstanding action items

· Track and follow up on project tasks, tickets, timelines, and commitments

· Ensure client communications are timely, professional, accurate, and client-friendly

· Coordinate internal scheduling for project-related work, including onsite and remote work

· Communicate with vendors regarding scheduling, timelines, deliverables, and project-related needs

· Respond to client questions and requests in a timely and professional manner

· Help manage client expectations and escalate concerns, delays, blockers, or timeline risks appropriately

· Coordinate with internal teams, project resources, vendors, procurement, and installation resources

· Collaborate with Procurement to monitor the status and timing of ordered parts or equipment

· Coordinate travel for Installation Technicians when required

· Assist with creating and updating internal processes, policies, and procedures

· Handle sensitive information with confidentiality and professionalism

· Support training for Project team members and new hires as needed

Ideal Candidate Traits
The ideal candidate is detail-oriented, organized, responsive, and accountable. They should be able to take ownership of follow-up without needing constant reminders and should be comfortable identifying when something is unclear, delayed, at risk, or in need of escalation.
This person should be especially strong in client communication and follow-through. They should understand the importance of keeping clients informed, confirming next steps, documenting updates, and closing communication loops. When they say they will follow up, they follow up. When a client is waiting on an answer, they make sure the answer is tracked and returned. When a timeline shifts, they help ensure the client and internal team are updated appropriately.
They do not need to solve technical issues, but they do need to know how to gather information, ask clear questions, document next steps, and keep the right people informed.

Must-Have Qualifications

· Experience in project coordination, operations coordination, scheduling, client coordination, administrative coordination, or a similar role

· Strong client-facing communication skills, including phone and email communication

· Proven ability to follow up consistently and manage open items through completion

· Ability to manage multiple active projects, tasks, or workstreams at one time

· Experience coordinating schedules, timelines, tasks, tickets, or internal resources

· Strong written and verbal communication skills

· Experience communicating directly with clients, customers, vendors, or external stakeholders

· Ability to manage competing priorities and tight timelines

· Comfort working in a fast-paced, deadline-driven environment

· Strong organization and attention to detail

· Ability to identify delays, blockers, or concerns and escalate appropriately

· Proven time management and planning skills

· Ability to handle sensitive information confidentially

Preferred Qualifications

· Prior MSP, IT, or professional services experience

· Experience in a client-facing coordination role

· Experience supporting a high volume of concurrent projects, tasks, or requests

· Familiarity with ticketing systems, project boards, scheduling tools, or task management systems

· Experience coordinating across multiple internal teams or departments

· Experience working with vendors or third-party partners