Business Systems Project Coordinator

Office Essentials; Missouri; On-site; USD 60,000 - 90,000; Full time

Job summary

Office Essentials is seeking an IT Project & Business Systems Coordinator to manage the lifecycle of projects across Operations, Customer Service, Sales, Pricing, Finance, and IT, serving as a central point between departments, business stakeholders, vendors, and IT resources to ensure initiatives stay on track.

The role emphasizes coordination, execution, communication, and accountability over hands‑on technical work, handling work intake, prioritization, status updates, and stakeholder

Qualifications

• Strong project management and organizational skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities simultaneously.
• Strong follow-up and accountability mindset.
• Experience coordinating projects, workflows, or business operations.

Responsibilities

• Coordinate multiple projects simultaneously across departments.
• Develop project plans, timelines, task lists, and follow-up schedules.
• Track project status, risks, dependencies, and action items.
• Facilitate project meetings and communicate progress to stakeholders.
• Ensure deliverables are completed on time and meet business expectations.
• Escalate roadblocks and identify solutions to keep projects moving forward.
• Serve as central intake point for operational and IT-related requests.
• Maintain visibility into active work and priorities.
• Provide regular status updates to requestors and leadership.

Skills

Project management

Communication

Multitasking

Accountability

Coordination

Tools

Ticketing systems

ERP

CRM

Microsoft 365

Job description

The IT Project & Business Systems Coordinator is responsible for managing the lifecycle of projects, initiatives, and operational work across the organization. This role serves as a central point of coordination between departments, business stakeholders, vendors, and IT resources to ensure projects remain on track, priorities are aligned, and work is completed successfully.

While this position resides within the IT department, the primary focus is project coordination, execution, communication, and accountability rather than hands‑on technical work.

RESPONSIBILITIES

Project Management

• Coordinate multiple projects simultaneously across departments including Operations, Customer Service, Sales, Pricing, Finance, and IT.
• Develop project plans, timelines, task lists, and follow-up schedules.
• Track project status, risks, dependencies, and outstanding action items.
• Facilitate project meetings and communicate progress to stakeholders.
• Ensure project deliverables are completed on time and meet business expectations.
• Escalate roadblocks and identify solutions to keep projects moving forward.

Work Intake & Prioritization

• Serve as the central intake point for operational and IT-related requests.
• Evaluate new requests and route them to appropriate resources.
• Maintain visibility into all active work and priorities.
• Ensure requests do not become stale or abandoned.
• Provide regular status updates to requestors and leadership.
• Work directly with business users to understand requirements and desired outcomes.
• Coordinate activities between departments and external vendors.
• Track vendor deliverables and follow up on open items.
• Assist with documentation, training materials, and process improvements.

IT Coordination & Support

• Maintain awareness of IT operational activities and support priorities.
• Assist with coordination of helpdesk requests and workload management.
• Provide basic Level 1 support coverage when needed during vacations, absences, or high-volume periods.
• Document common support procedures and workflows.
• Act as a liaison between business users and technical resources.

WHAT SUCCESS LOOKS LIKE

• Projects consistently stay organized and move forward.
• Stakeholders always know the status of their requests.
• Cross-functional initiatives are delivered on time.
• IT and business teams communicate effectively.
• Work is visible, prioritized, and tracked.
• Follow-up is proactive, reducing delays and missed commitments.
• Leadership has confidence that important initiatives are progressing without constant oversight.

PREFERRED QUALIFICATIONS

Required

• Strong project management and organizational skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities simultaneously.
• Strong follow-up and accountability mindset.
• Experience coordinating projects, workflows, or business operations.

Preferred

• Experience working with ticketing or work management systems.
• Exposure to ERP, CRM, or other business applications.
• Basic understanding of IT support processes.
• Experience working with vendors and third‑party service providers.
• Familiarity with Microsoft 365 and business productivity tools.