Project Coordinator

Job Description

Job Description

Description:

Department: Professional Services / Project Management Office (PMO)

Reports to: Project Manager or Director of Professional Services     

Job Summary:

IntegraONE is seeking a highly organized, detail-oriented, and customer-focused Project Coordinator to support the successful delivery of collaboration, managed services, and technology implementation projects. This role assists with planning, coordinating, tracking, and communicating project activities while ensuring an exceptional customer experience throughout the project lifecycle.

The Project Coordinator works closely with project managers, engineers, sales teams, support personnel, and customers to ensure project tasks are completed on schedule, documentation is maintained, communication remains proactive, and project objectives are achieved. This position supports collaboration technologies, Microsoft Teams deployments, contact center implementations, managed services onboarding, training initiatives, and project invoicing activities.

Supervisory Responsibilities:

• None.

Duties/Responsibilities:

Project Coordination & Execution

• Assist with the planning, coordination, and execution of collaboration and managed services projects.
• Track project tasks, milestones, deliverables, and dependencies to ensure timely completion.
• Maintain project schedules, status reports, documentation, and records.
• Coordinate internal resources, including engineering, sales, and support teams, to align with project timelines and objectives.
• Monitor project progress and communicate updates to stakeholders

Customer Communication & Experience

• Serve as a primary point of contact for customers during project delivery.
• Provide proactive communication regarding project status, timelines, risks, and next steps.
• Support customer onboarding activities and help establish project expectations.
• Promote a positive customer experience through responsiveness, professionalism, and follow-through. 

Collaboration & Communication Solutions

• Assist in coordinating Cisco collaboration, Microsoft Teams, voice, video, and contact center deployments.
• Support call center implementation activities, including scheduling, documentation, testing, and readiness reviews.
• Coordinate project cutover activities and stakeholder communications.
• Assist with Microsoft Teams voice enablement, user migrations, and adoption efforts. 

Managed Services Onboarding

• Support onboarding activities for new managed services customers.
• Coordinate documentation, support introductions, escalation procedures, and service transition activities.
• Partner with support and engineering teams to ensure seamless transition from implementation to ongoing support. 

Cutover & Go-Live Support

• Participate in onsite implementation and cutover activities as needed.
• Coordinate communication among stakeholders during critical project milestones.
• Assist with issue tracking, escalation, and resolution during go-live events.
• Support smooth transitions with minimal disruption to customer operations. 

Documentation & Training

• Coordinate and assist with customer and end-user training sessions.
• Develop and maintain user guides, quick-reference materials, standard operating procedures, and training documentation.
• Simplify technical concepts into clear and understandable content for non-technical audiences.
• Document lessons learned and best practices to support continuous improvement efforts. 

Financial Coordination

• Assist with project invoicing and billing activities.
• Review project time entries, expenses, and billing details for completeness and accuracy.
• Coordinate with finance teams to support timely invoicing processes.
• Assist with project closeout activities and documentation to support accurate billing and reporting. 

Additional Responsibilities

• Maintain a customer-first approach when supporting project activities.
• Support process improvement initiatives related to project delivery and service management.
• Perform other related duties as assigned.

Required Skills/Abilities:

• Excellent verbal, written, and interpersonal communication skills.
• Strong customer service and relationship-management skills.
• Excellent organizational skills and attention to detail.
• Strong time management skills with the ability to manage multiple priorities simultaneously.
• Ability to work effectively in a fast-paced, deadline-driven environment.
• Strong problem-solving and critical-thinking abilities.
• Ability to coordinate activities across multiple departments and stakeholders.
• Proficiency with Microsoft Office Suite, Microsoft Teams, and business productivity applications.
• Ability to develop clear, professional documentation and training materials.
• Ability to maintain professionalism and organization during high-pressure situations.

Education and Experience:

Required

• Associate degree in Business Administration, Project Management, Information Technology, Communications, or a related field; equivalent work experience may be considered.
• Minimum of two (2) years of experience in project coordination, service delivery, customer success, or a related role within an IT service, MSP, VAR, or technology environment.
• Experience coordinating multiple projects and managing competing priorities.

Preferred

• Experience with Cisco Collaboration, Webex, Contact Center, or Unified Communications technologies.
• Experience with Microsoft Teams voice, collaboration, and adoption initiatives.
• Experience with Professional Services Automation (PSA) tools such as ConnectWise Manage or similar platforms.
• Familiarity with project billing, invoicing, and service delivery processes.
• Basic understanding of networking, cloud services, and IT infrastructure.
• Exposure to ITIL or service management best practices.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to communicate effectively in person, by phone, and through virtual meeting platforms.
• May occasionally travel to customer sites for project meetings, implementations, or cutover support.
• Must be able to lift, up to 15 pounds occasionally.