Dental IT Project Coordinator — Client-Focused & Organized

Darkhorse Tech; United States; Hybrid; USD 50,000 - 65,000; Full time

Job summary

Darkhorse Tech seeks a detail-oriented Project Coordinator to support the Project Manager across multiple client projects. You will track tasks, manage timelines, and maintain clear communication with clients, vendors, and internal teams to keep projects on schedule.

The ideal candidate is highly organized, proactive, and able to handle a high volume of moving pieces in a fast-paced service environment. Experience in MSP or IT services is a plus.

Qualifications

• Experience in project coordination, operations coordination, scheduling, client coordination, administrative coordination.
• Strong client-facing communication skills, including phone and email.
• Proven ability to follow up consistently and manage open items through completion.
• Ability to manage multiple active projects, tasks, or workstreams.
• Experience coordinating schedules, timelines, tasks, tickets, or internal resources.
• Strong written and verbal communication skills.
• Experience communicating directly with clients, customers, vendors, or external stakeholders.
• Ability to manage competing priorities and tight timelines.
• Comfort working in a fast-paced, deadline-driven environment.
• Strong organization and attention to detail.
• Ability to identify delays, blockers, or concerns and to handle them.
• Proven time management and planning skills.
• Ability to handle sensitive information confidentially.

Responsibilities

• Communicate clearly and proactively with clients regarding scope, scheduling, timelines, updates, and next steps
• Follow up consistently on open items, pending responses, delayed tasks, and outstanding action items
• Track and follow up on project tasks, tickets, timelines, and commitments
• Ensure client communications are timely, professional, accurate, and client-friendly
• Coordinate internal scheduling for project-related work, including onsite and remote work
• Communicate with vendors regarding scheduling, timelines, deliverables, and project-related needs
• Respond to client questions and requests in a timely and professional manner
• Help manage client expectations and elevate concerns, delays, blockers, or timeline risks appropriately
• Coordinate with internal teams, project resources, vendors, procurement, and installation resources
• Collaborate with Procurement to monitor the status and timing of ordered parts or equipment
• Coordinate travel for Installation Technicians when required
• Assist with creating and updating internal processes, policies, and procedures
• Handle sensitive information with confidentiality and professionalism
• Support training for Project team members and new hires as needed

Skills

Client communication

Follow-up discipline

Organization

Time management

Problem solving

Attention to detail

Tools

Ticketing systems

Project boards

Scheduling tools

Job description

Darkhorse Tech seeks a detail-oriented Project Coordinator to support the Project Manager across multiple client projects. You will track tasks, manage timelines, and maintain clear communication with clients, vendors, and internal teams to keep projects on schedule.

The ideal candidate is highly organized, proactive, and able to handle a high volume of moving pieces in a fast-paced service environment. Experience in MSP or IT services is a plus.