IT Project Coordinator

One of the world's leading producers and providers of entertainment and information is looking of an IT Project Coordinator who have supported enterprise IT projects, are comfortable with Jira and advanced Excel, have exposure to project financials (budgets, POs, invoices, forecasts), and can confidently coordinate across technical, business, finance, and vendor teams.


Role: IT Project Coordinator
Location: Orlando, FL (4 days/week onsite, Friday Remote)
Duration: 6 months contract the possibility of extension
Pay Range: $45/hour - $48/hour on w2

Position Summary:
The Project Coordinator partners closely with the Lead Technical Project Manager to support delivery of one of the organization's highest priority strategic initiatives. This role is responsible for coordinating day to day project execution, maintaining project documentation and financial tracking, facilitating communication across cross functional teams, and ensuring risks, decisions, and action items remain visible throughout the project lifecycle.


The ideal candidate is highly organized, proactive, detail oriented, and comfortable working in a dynamic environment with multiple stakeholders. Success in this role requires strong communication skills, financial acumen, and the ability to anticipate project needs while driving work forward with minimal supervision.


Responsibilities:
Project Planning and Coordination
• Support the development and maintenance of integrated project plans, schedules, timelines, and Jira boards.
• Coordinate project activities across multiple workstreams to ensure milestones and deliverables remain on schedule.
• Track project progress and provide regular status updates to the project team and leadership.
• Monitor cross functional dependencies and proactively follow up with owners to ensure commitments remain on track.
• Maintain project action logs and ensure action items are completed by agreed upon deadlines.
• Track project actuals on a monthly basis, identify variances, and surface financial or schedule risks to the Lead Technical Project Manager.
• Maintain purchase order and invoice logs, coordinating with Finance and vendors to ensure timely processing and accurate cost allocation.
• Prepare concise budget summaries, executive financial snapshots, and project dashboards for stakeholder updates.
• Support monthly and quarterly forecasting by gathering inputs from workstream leads and consolidating them into a unified project view.
• Manage accrual tracking and ensure project expenses are accurately coded across multiple cost centers.


Communication and Documentation
• Facilitate communication among project team members, business stakeholders, technology partners, vendors, and leadership.
• Prepare and distribute meeting agendas, meeting notes, action items, and follow up communications.
• Maintain project documentation, including project plans, status reports, issue logs, risk registers, decision logs, assumptions, and key approvals.
• Prepare executive ready presentations, dashboards, and status summaries that clearly communicate project health, milestones, financials, and risks.


Resource Management
• Coordinate resources, equipment, and project logistics necessary for successful execution.
• Support resource planning and utilization tracking across project workstreams.
• Coordinate onboarding activities for project team members, vendors, and partners as needed.


Quality Assurance
• Support quality assurance activities to ensure project deliverables meet established quality standards.
• Coordinate project reviews, health checks, and audits to identify opportunities for improvement.
• Monitor adherence to project governance processes and documentation standards.


Risk and Issue Management
• Proactively identify project risks, issues, and blockers that may impact scope, schedule, budget, or quality.
• Maintain project risk and issue logs and coordinate mitigation activities with project owners.
• Escalate significant risks and issues to the Lead Technical Project Manager in a timely manner.
• Track mitigation plans through resolution and verifies completion.


Financial and Procurement Coordination
• Coordinate procurement activities, purchase orders, vendor onboarding, invoice processing, and contract related documentation.
• Partner with Finance to support monthly close activities, forecasting, accruals, and financial reporting.
• Reconcile discrepancies across invoices, purchase orders, and budget tracking tools.
• Ensure project financial information remains accurate, complete, and audit ready.


Stakeholder Engagement
• Build strong working relationships with project stakeholders across business and technology organizations.
• Serve as a liaison between stakeholders and the project team to facilitate effective communication and timely resolution of questions or concerns.
• Support executive meetings by preparing materials, coordinating logistics, and capturing key decisions and next steps.


Continuous Improvement
• Participate in retrospectives and lessons learned sessions.
• Proactively identify opportunities to improve project processes, reporting, and team efficiency.
• Recommend and implement process improvements that simplify project coordination and increase team effectiveness.


Required Qualifications:
• Bachelor's degree in Business Administration, Project Management, Information Technology, or a related field, or a minimum of two years of relevant project coordination experience.
• Experience supporting complex projects in a corporate environment.
• Proficiency with Microsoft Excel, including PivotTables, lookups, and basic financial analysis.
• Experience working with budgets, forecasts, purchase orders, invoices, and financial tracking.
• Ability to reconcile discrepancies across financial and project management tools.
• Familiarity with procurement and vendor management processes.
• Experience using project management tools such as Jira, Smartsheet, SharePoint, or similar platforms.
• Strong organizational and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills, including the ability to prepare clear executive-level summaries.
• Strong analytical and problem-solving skills with the ability to identify issues early and recommend practical solutions.
• Demonstrated ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Ability to work independently while collaborating effectively across cross functional teams.
• Comfortable working in an environment where priorities may evolve and ambiguity exists.
• Familiarity with Agile, Waterfall, or hybrid project management methodologies.
• Strong ownership mindset with a demonstrated ability to take initiative and drive work to completion.
• Commitment to continuous learning and professional growth.


Preferred Qualifications:
• Experience supporting enterprise technology implementations or large-scale strategic initiatives.
• Experience working on projects with budgets exceeding $10 million.
• Experience preparing executive presentations, dashboards, and status reports.
• Experience coordinating cross functional teams across multiple business units.
• Familiarity with capital and expense budgeting, financial forecasting, and accrual management.
• Experience working with software development or software testing teams.
• Experience working with multicultural or globally distributed teams.
• Experience with Smartsheet automations, Clarity MyPPM, or similar portfolio management tools.


Success Characteristics:
The ideal candidate:
• Anticipates project needs before they become urgent.
• Builds trust through reliability, accountability, and consistent follow-through.
• Thrives in organizing complex work with many moving pieces.
• Communicates clearly and confidently with technical teams, business partners, and senior leaders.
• Pays close attention to detail while maintaining awareness of the overall project objectives.
• Takes ownership of assigned work and proactively removes obstacles.
• Maintains composure and adaptability when priorities shift.
• Is naturally curious and continuously seeks opportunities to improve processes and team effectiveness.


Russell Tobin is a leading minority-owned professional and technical recruitment and staffing advisory organization. We are comprised of specialized practices focusing on a variety of skill sets and industries. Having a depth and breadth of industry expertise, our subject matter experts are able to provide tailored and swift sourcing solutions to fulfill client hiring needs. In other words, we connect top talent with companies. We are the staffing arm of the Pride Global network, a minority-owned integrated human capital solutions firm, with additional offerings in vendor management, payroll programs, and business process optimization.
Russell Tobin offers eligible employee's comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance, and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.


Equal Employment Opportunity
Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.


Fair Chance Employment
Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.


Accommodation
We are committed to providing reasonable accommodation for applicants and employees with disabilities. If you require reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.


Only applicable for San Francisco Candidates:
Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.


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