Project Coordinator

Job Description

Job Description

Salary: $20-$28 DOE

About the role

At Kotman Technology, projects don't just get done they get delivered. The Project Coordinator is the connective tissue between our clients, our engineering team, and the project manager. You make sure nothing falls through the cracks, every client feels informed, and every project crosses the finish line on time and on scope.

This is not a passive role. You are actively driving projects forward scheduling, communicating, tracking, following up, and removing obstacles before they become problems. If you thrive on organization, love client interaction, and get genuine satisfaction from watching a complex project come together cleanly this role was built for you.

What you'll do

Project planning & scheduling

• Own the scheduling of project tickets from initiation through completion nothing sits unscheduled
• Coordinate engineer availability, client access windows, and vendor timelines to build realistic project schedules
• Ensure hardware and materials are confirmed received before scheduling installation dates
• Maintain up-to-date project status in ConnectWise every ticket reflects current reality, not yesterday's notes

Client communication

• Serve as the primary coordination point of contact for clients throughout active projects
• Provide proactive status updates clients should never have to ask where their project stands
• Respond to client inquiries promptly and professionally same day, every day
• Manage expectations clearly when timelines shift or scope changes arise

Project execution support

• Review active projects with engineers daily flag blockers, confirm next steps, keep momentum
• Monitor and action Scheduling Required, Customer Updated, and Past Due tickets to zero every day
• Track Waiting on Vendor/Client holds follow up proactively so nothing goes stale
• Assist technicians in scoping new projects and translating technical requirements into actionable timelines

Documentation & continuous improvement

• Document new processes as they're developed if it's worth doing twice, it's worth writing down
• Keep existing process documentation current outdated docs are as bad as no docs
• Attend 1:1s, Projects L10, and relevant training sessions show up prepared and engaged
• Pursue relevant certifications and actively grow your technical knowledge of the MSP environment

Team & coordination support

• Handle inbound client calls with professionalism triage, document, and route appropriately
• Support the broader coordination team during high-volume periods
• Bring a solutions-first mindset identify the problem and bring a proposed answer

What you bring

Required

• Exceptional communication skills written, verbal, and everything in between
• Strong organizational ability you track multiple moving pieces without dropping any
• Experience with ticketing, scheduling, or project management software (and doing it, too!)
• Comfortable working in a fast-paced environment where priorities shift and urgency is real
• Experience coordinating multiple projects of various size with small execution teams
• Self-directed and proactive you don't wait to be told something needs attention
• Client-first mindset you genuinely care about the experience clients have with Kotman
  

Nice to have

• Experience in a managed services, IT, or technology environment
• Familiarity with ConnectWise or similar PSA platforms
• Understanding of IT project types server deployments, network installations, M365 migrations
• Experience coordinating technical teams or working alongside engineers

What We Believe at Kotman

We're building a best-in-class MSP in Central California, and we believe great companies are built by great people who share common values. We hire for character, invest in growth, and work hard to create an environment where people can do meaningful work alongside teammates they genuinely enjoy!

Professionalism

• We take pride in our work, our communication, and the way we serve others. Whether we're helping a client through a critical issue or collaborating internally, we strive to show up prepared, dependable, and respectful.

Passion

• We care deeply about what we do. We bring energy, curiosity, and a desire to continually improve. Technology changes quickly, and we embrace the opportunity to learn, grow, and solve problems that make a real difference for our clients.

Integrity

• We do the right thing, even when it's difficult or inconvenient. We own our mistakes, keep our commitments, and build trust through honesty, accountability, and follow-through.

Consistency

• Success isn't built on occasional heroic effortsit's built on reliable execution day after day. We believe in disciplined processes, dependable service, and doing the little things well, every time.

Community

• We believe we're stronger together. We support one another, celebrate wins, serve our clients well, and invest in the communities where we live and work. Team success matters more than individual recognition.

If these values resonate with you, we'd love to meet you!