Associate Project Coordinator

Aptimized, LLC; Wayne (NJ); On-site; USD 60,000 - 85,000; Full time

Job summary

Aptimized, LLC in Wayne, NJ is seeking an Associate Project Coordinator to work with clients and internal teams to ensure projects stay on schedule. This role requires strong organizational skills and proficiency in Microsoft Project, plus effective stakeholder communication.

You will coordinate meetings, track timelines and milestones, and produce weekly status reports and dashboards. Ideal candidates have 1–5 years in PM coordination and excel at multitasking and documentation.

Qualifications

• Bachelor's degree in Business Administration, IT, Project Management or related field.
• 1–5 years of experience in Project Coordination or Administration.
• Hands-on experience with MS Project and schedule management.
• Experience creating project plans, trackers, and status reports.
• Experience coordinating client meetings and stakeholder communications.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Excellent organizational, communication, and time-management skills.
• Ability to multitask and manage multiple priorities across projects.
• Strong problem-solving and analytical abilities.

Responsibilities

• Create, maintain, and update project plans using MS Project.
• Coordinate meetings with clients, stakeholders, and internal teams.
• Monitor timelines, milestones, deliverables, and dependencies.
• Prepare and distribute weekly project status reports and dashboards.
• Track risks, issues, and action items with follow-up.
• Support project documentation, reporting, and admin tasks.
• Facilitate communication to ensure alignment on deliverables and timelines.
• Manage multiple projects with attention to detail and quality.
• Assist in resource coordination and scheduling activities.
• Ensure project records and documentation are maintained.

Skills

MS Project

Project coordination

Client communication

Meeting coordination

Office suite

Organizational skills

Time management

Stakeholder management

Education

Bachelor's degree in Business Administration, IT, PM or related

Tools

Jira

Azure DevOps

Monday.com

Asana

Smartsheet

Job description

The Associate Project Coordinator will work closely with clients, and internal teams to ensure projects are executed efficiently and on schedule. This role requires strong organizational skills, proficiency in Microsoft Project, effective stakeholder communication, and the ability to manage multiple priorities simultaneously.

Key Responsibilities

• Create, maintain, and update project plans using Microsoft Project (MS Project).
• Coordinate meetings with clients, stakeholders, and internal teams, including scheduling, agenda preparation, and meeting minutes.
• Monitor project timelines, milestones, deliverables, and dependencies.
• Prepare and distribute weekly project status reports and dashboards.
• Track project risks, issues, and action items, ensuring timely follow-up and resolution.
• Support project documentation, reporting, and administrative activities.
• Facilitate communication between project teams and stakeholders to ensure alignment on deliverables and timelines.
• Manage multiple projects simultaneously while maintaining attention to detail and quality.
• Assist in resource coordination and project scheduling activities.
• Ensure project records and documentation are accurately maintained.

Required Qualifications

• Bachelor's degree in Business Administration, Information Technology, Project Management, or a related field.
• 1-5 years of experience in Project Coordination, Project Administration, or related roles.
• Hands-on experience with Microsoft Project (MS Project) and project schedule management.
• Experience creating and maintaining project plans, task trackers, and status reports.
• Experience coordinating client meetings and managing stakeholder communications.
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Excellent organizational, communication, and time-management skills.
• Ability to multitask and manage competing priorities across multiple projects.
• Strong problem-solving and analytical abilities.

Preferred Qualifications

• Exposure to IT projects, technology consulting.
• Familiarity with project management methodologies such as Agile, Scrum, or Waterfall.
• Experience using project collaboration tools such as Jira, Azure DevOps, Monday.com, Asana, or Smartsheet.
• Project Management certification (CAPM or equivalent) is a plus.

Key Skills

• MS Project
• Project Planning & Scheduling
• Project Coordination
• Client Communication
• Meeting Coordination
• Weekly Status Reporting
• Risk & Issue Tracking
• Documentation Management
• Stakeholder Management
• Microsoft Excel
• Multitasking
• Time Management
• Organizational Skills

Pay range and compensation package

• Compensation will be offered in line with current market standards and will be commensurate with the candidate's qualifications, skills, and relevant experience.

Equal Opportunity Statement

Aptimized is an Equal Opportunity Employer committed to fostering a diverse, equitable, and inclusive workplace. We make all employment decisions based on merit, qualifications, skills, experience, and business needs, without discrimination based on race, religion, gender, age, disability, sexual orientation, or any other characteristic protected by applicable law.