Project Manager Coordinator

Position Summary

The Project Manager Coordinator will support the PMO, consisting of two Senior Project Managers and a PMO Director, in planning, coordinating, tracking, and reporting project activities. This entry-level role will help maintain project documentation, action items, risks, issues, and communications to support successful project delivery.

The Project Manager Coordinator will work collaboratively with cross-functional teams, stakeholders, vendors, and leadership. The role is intended to build foundational project management experience while helping protect project scope, schedule, quality, and stakeholder alignment.

Key Responsibilities

Project Coordination

• Support project managers with day-to-day project coordination.
• Maintain project timelines, milestones, and deliverable trackers.
• Coordinate project meetings, including scheduling, agendas, attendance, and follow-up.
• Prepare meeting notes and document decisions, action items, owners, and due dates.
• Monitor action items and follow up with responsible team members.
• Assist with tracking project dependencies and handoffs between teams.
• Support Agile ceremonies, including stand-ups, backlog reviews, sprint planning, reviews, and retrospectives, when applicable.

Project Documentation and Reporting

• Maintain project plans, status reports, RAID logs, decision logs, stakeholder lists, and other project artifacts.
• Collect project updates from workstream leads and team members.
• Escalate overdue items, emerging risks, and schedule concerns to the project manager.
• Support the development of presentations, dashboards, and executive reporting materials.
• Ensure project documents are organized, current, and accessible.

Stakeholder and Team Support

• Help coordinate cross-functional meetings and workstream activities.
• Assist with stakeholder follow-up and response tracking.
• Help identify communication gaps, resource constraints, and unresolved decisions.

Risk, Issue, and Change Support

• Assist with identifying and documenting risks, assumptions, issues, and dependencies.
• Maintain the RAID log and support regular reviews with the project team.
• Track mitigation plans and follow up on assigned actions.
• Document requested changes to scope, schedule, requirements, or deliverables.
• Bring potential impacts to the project manager's attention.
• Support change control and governance activities as directed.

Administrative and Operational Support

• Manage program calendar, distribution lists, shared folders, and SharePoint site.
• Track project-related training, onboarding, access, and participation requirements.
• Assist with procurement, invoicing, timesheet, and vendor coordination activities when applicable.
• Support project closeout activities, including lessons learned and phase transition materials.
• Perform other project coordination duties as assigned.

Required Qualifications

• Very strong organizational skills and attention to detail.
• Some experience with administrative coordination, project support, operations, business analysis, or team coordination.
• Ability to manage multiple assignments and competing deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively with individuals at different organizational levels.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to maintain confidential and sensitive information appropriately.

Preferred Qualifications

• Internship, coursework, or experience in project management and/or business operations.
• Familiarity with project management concepts, including scope, schedule, milestones, dependencies, risks, issues, and change management.
• Familiarity with Agile, Scrum, or other delivery methodologies.
• Experience using project management or collaboration tools such as Planview, Airtable, Microsoft Planner, Jira, Azure DevOps, SharePoint, or similar platforms.
• CAPM, Scrum certification, or other project management training.