Project Coordinator PART TIME

Job Description

eTRANSERVICES is looking for an experienced, hands-on Part-Time Project Coordinator to support planning, coordination, and project controls across a portfolio of Digital Services client engagements.

You'll initially support a mix of priority projects — roughly 2 development projects and 10+ Operations & Maintenance (O&M)/Services projects. Your workload will be scaled to match project complexity, approved hours, and your part-time schedule.

This role keeps schedules, actions, risks, issues, scope changes, and hours visible and up to date. Technical decisions stay with technical leads; contractual, financial, HR, and personnel decisions stay with authorized company representatives.

SmartSimple experience is a plus but not required. What matters most: solid project-coordination fundamentals, good judgment, persistence, and the ability to bring order to active client projects.

What You'll Do:

Project Planning & Tracking

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• Build and maintain right-sized schedules — deliverables, milestones, dependencies, owners, dates
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• Keep action, risk, issue, decision, and scope-change logs current
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• Turn contractual deliverables into manageable tasks and track progress against plan
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• Flag variances early and help coordinate recovery plans
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• Keep documentation in the designated SharePoint site (not personal OneDrive)
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Risk, Issue & Scope Management

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• Log risks, issues, assumptions, and constraints as they arise
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• Watch for scope creep and document likely impacts to schedule, effort, or cost
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• Escalate overruns, resource conflicts, or stuck decisions promptly — with facts, options, and a recommendation
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• Track corrective actions through to completion
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Note: you can identify and document potential changes, but cannot approve new scope, funding, labor categories, or client commitments on your own.

Meetings & Stakeholder Coordination

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• Prepare agendas and run assigned internal and client meetings
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• Document decisions, action items, owners, and due dates
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• Follow up on open items and escalate anything overdue or blocked
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• Coordinate across technical staff, Operations, Finance, leadership, clients, and vendors — taking routine coordination off technical staff without taking over their technical decisions
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Hours & Financial Visibility

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• Track planned vs. actual hours using company systems
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• Monitor burn rate and flag projected overruns or funding issues to the Operations Manager
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• Keep accurate records to support invoicing and status reports
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Note: contract interpretation, billing decisions, and approval to exceed hours stay with Operations, Contracts, or Finance.

Documentation & Quality

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• Keep project records complete, accurate, and audit-ready
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• Follow company and client security/process requirements
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• Support lessons-learned reviews, audits, and quality-framework evidence requests as needed
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• Protect confidential and proprietary information
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Occasional Extras (when active projects are current and hours allow)

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• Help with project startup, transitions, closeout, and backup coverage
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• Review draft schedules or staffing plans
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• Contribute to proposals, transition plans, and templates for newly awarded work
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What You Bring

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• Experience independently coordinating multiple projects or workstreams at once
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• Hands-on experience with schedules, action logs, risk/issue registers, and status reports
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• A knack for spotting schedule slips, resource gaps, and delivery risks early
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• Ability to coordinate technical and non-technical people without formal authority over them
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• Strong meeting facilitation, writing, and follow-through
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• Comfort bringing structure to messy or incomplete information
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• Proficiency in Word, Excel, Outlook, Teams, and SharePoint
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• Experience with a project- or work-management tool
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• Reliable schedule adherence and accurate time tracking
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Bachelor's degree in project management, business, IT, or related field preferred — relevant experience may substitute.

Nice to Have

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• PMP, CAPM, or similar certification
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• 3+ years of progressively responsible project coordination experience
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• Background in tech implementation, SaaS, cloud, data, or web projects
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• Experience in professional services or government contracting
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• Experience tracking labor hours, burn rates, and deliverables on fixed-price or LOE contracts
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• Familiarity with SmartSimple, ClickUp, MS Project, Smartsheet, or Jira
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• Exposure to Agile, hybrid, or predictive delivery methods
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Schedule

Approximately 20–24 hours/week on average. Final schedule and core hours confirmed before hire. You'll need to:

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• Keep agreed-upon availability during business hours and attend required meetings
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• Give advance notice of planned absences
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• Get approval before working beyond your scheduled hours
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• Record all hours worked accurately and daily (this is a non-exempt position, so all time worked must be reported)
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