IT Project Coordinator

IT Project CoordinatorLocation: Glen Rock, NJ Work Arrangement: This hybrid role is based in Glen Rock, NJ and requires 3 days per week in the office.At Applegreen, our mission is to delight customers in transit with passionate hospitality and brands they love.Applegreen is a leading roadside retailer operating high-quality travel plazas and service areas in the US, Ireland, and the UK. Founded on a commitment to innovation, operational excellence, and customer experience, Applegreen combines fuel, convenience retail, and a diverse portfolio of food and beverage offerings to create welcoming destinations for customers.In the U.S., Applegreen partners with major transportation authorities and operates more than 120 service plazas along some of the country's busiest highways and turnpikes. The company is known for modern facilities, strong national and local food brands, and an emphasis on freshness, quality, and sustainability.At Applegreen, our people are at the heart of what we do. We foster a culture that values teamwork, development, and accountability, offering employees opportunities to grow their careers in a fast-paced, dynamic environment. Applegreen continues to expand while remaining focused on delivering exceptional service to customers and creating a great place to work.Our Core ValueOur core values define who we are and guide how we work every day. They shape our decisions, inspire our actions, and influence how we engage with our customers, suppliers, business partners, and one another.Our customers and communities are at the heart of everything we do.We value and develop our people.We are driven by pace, passion and performance.We seek opportunities and embrace change.Applegreen offers a competitive benefits package designed to support the health and financial well-being of our associates and families. Available benefits include a variety of company-sponsored and voluntary options such as:Medical/Dental/Vision InsurancePaid Time Off401 (k) with Company Match5% Annual BonusHybrid Work ArrangementEarned Wage Access – Pay on DemandEducation AssistanceEmployee Referral BonusPet InsurancePosition SummaryThe IT Project Coordinator provides administrative and operational support to the PMO, IT leadership team, and broader IT organization in a fast-paced, dynamic environment. This role is responsible for coordinating project-related activities, maintaining documentation, supporting procurement processes, tracking purchase orders and invoices, coordinating meetings, assisting with reporting and budget administration, and pivoting as priorities change.This position requires the ability to manage multiple priorities at once, respond quickly to changing business needs, and support requests from PMO leadership, other IT teams, and the VP of IT as needed.Projects and support activities may include small application enhancements or system upgrades, site-based technology changes or rollouts, reporting and tooling improvements, process improvement initiatives, and defined workstreams within larger IT projects.This role may also provide a development path toward an IT Project Manager role by building hands-on delivery experience, governance knowledge, stakeholder communication, and cross-functional coordination skills while working under the guidance of experienced project and PMO leaders.Key Responsibilities:PMO & Administrative SupportMaintain and create project or team trackers, templates, and PMO records.Assist in preparing project status reports, presentations, and meeting materials.Maintain filing systems and document repositories within SharePoint and other collaboration platforms such as Journey/Workvivo.Support adherence to PMO standards, processes, and governance requirements.Balance multiple priorities, deadlines, and administrative requests in a fast-paced IT environment.Coordinate actions, milestones, dependencies, risks, issues, and follow-ups across internal teams and vendors, ensuring delivery activity remains visible and controlled.Support project reviews, checkpoints, lessons learned, go-live preparation, and handover to business-as-usual support teams.Prepare and maintain project artifacts such as high-level plans, milestone trackers, RAID logs, action trackers, decision logs, reporting inputs, governance artifacts, and handover checklists.Defined Project Coordination SupportSupport small, clearly scoped IT initiatives or defined workstreams under the direction of PMO leadership or an assigned Project Manager.Assist with defining scope, timelines, delivery steps, stakeholder updates, and handover requirements for assigned coordination activities.Support stakeholder communication by preparing updates, tracking decisions, and ensuring next steps are clearly documented.Assist with managing assigned work through completion, including coordination of readiness activities, closure items, and transition to support teams.Escalate risks, blockers, resource constraints, or decision needs to senior delivery leads when required.Procurement & Financial CoordinationCreate and track purchase requisitions and purchase orders.Maintain logs of purchase orders, invoices, contracts, and vendor engagements.Monitor invoice approvals and coordinate with Finance regarding payment status and discrepancies.Assist with budget tracking and financial reporting.Maintain records of project expenditures and vendor commitments.Support invoice reconciliation and PO matching activities.Vendor & Contract AdministrationMaintain contract and vendor documentation repositories.Serve as an administrative liaison between vendors and internal stakeholders.Coordinate meetings and follow up with vendors.Track vendor actions, deliverables, dependencies, onboarding needs, and third-party coordination items when required.Meeting & Communication CoordinationSchedule project, steering committee, and vendor meetings.Prepare meeting agendas and distribute meeting materials.Capture and document meeting minutes, decisions, and action items.Assist with communication of project updates and PMO announcements.Reporting & Data ManagementMaintain project and portfolio trackers.Compile data for monthly and weekly PMO reporting.Generate reports from project management and financial tracking tools.Ensure project records remain accurate and current.Learning and Project Delivery DevelopmentDevelop practical project management capability through exposure to scope definition, delivery planning, governance routines, stakeholder updates, and controlled handover.Contribute to continuous improvement of PMO delivery processes, templates, reporting tools, and lessons learned practices.General SupportAssist with onboarding and offboarding activities for project resources.Support coordination of training sessions, workshops, team events and travel plans.Provide administrative support to PMO leadership and project teams as assigned.Provide support to other IT teams and IT leadership, including the VP of IT, as business needs and priorities require.Perform other duties as required to support IT and PMO operations.Required Skills/Abilities:2+ years of experience in project coordination, administrative support, procurement coordination, or office administration.Experience supporting an IT organization, PMO, or technology projects.Strong proficiency with Microsoft Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.Strong organizational and document management skills.Excellent written and verbal communication skills.Structured, pragmatic approach to problem solving.Proactive, reliable, detail-oriented, and willing to learn across multiple IT domains.Strong attention to detail and accuracy, with the ability to multitask, adapt quickly, and pivot between competing priorities in a fast-paced environment.Preferred Skills:Familiarity with project management tools such as Microsoft Project, Proggio, Smartsheet, Jira, or Azure DevOps.Experience working with purchasing systems and financial tracking processes.Knowledge of contract administration practices.Experience supporting multi-site operational environments, including retail, hospitality, logistics, travel center,