Hybrid Project Coordinator for Transformation Program

Apex Systems; San Antonio (TX); Hybrid; USD 36,000 - 55,000; Full time

Benefits offered by this job

ESPP

401K

HSA

EAP

Job summary

Apex Systems is seeking a highly organized Project Coordinator to support a large-scale, multi-year transformation program in Plano or San Antonio. Hybrid work arrangement is 3 days in office and 2 days remote, with occasional travel between locations.

You will coordinate day-to-day activities, manage schedules, risks, and dependencies, and produce status updates for leadership. Strong communication and cross-functional collaboration are essential for success in this role.

Qualifications

• 3-5+ years of experience in Project Coordination, Project Administration, Program Coordination, Executive Administration, or a related role.
• Proven ability to coordinate multiple projects, stakeholders, and deliverables simultaneously.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Experience tracking deadlines, action items, risks, and project schedules.
• Advanced proficiency with Microsoft Excel, PowerPoint, Outlook, and Teams.
• Strong written and verbal communication skills.
• Ability to thrive in ambiguous environments and bring structure to evolving processes.
• Demonstrated experience working with large stakeholder groups and driving accountability.

Responsibilities

• Coordinate day-to-day project activities across multiple teams, stakeholders, and business partners.
• Track deliverables, timelines, milestones, risks, and dependencies for a large, multi-year program.
• Maintain project plans, workback schedules, status trackers, and supporting documentation.
• Drive accountability by following up with stakeholders to ensure commitments are delivered on time.
• Provide regular project progress updates to leadership.
• Identify risks and blockers and propose solutions to keep initiatives moving forward.
• Organize events, workshops, and meetings.
• Create agendas and facilitate recurring project meetings.
• Capture and distribute meeting minutes and key decisions.
• Maintain action item logs and follow up with task owners to ensure completion.
• Draft weekly project status reports for leadership review.
• Coordinate schedules, meeting logistics, and stakeholder participation using Microsoft Outlook and Teams.
• Maintain project documentation, schedules, risk logs, issue logs, and status reports.
• Track project completion metrics and update project dashboards.
• Prepare executive-ready presentations and reports using PowerPoint and Excel.
• Support reporting and forecasting processes to provide visibility into project health and performance.
• Manage and maintain project boards and workflows within JIRA.
• Support adoption of project management tools, processes, and best practices.
• Maintain and organize project documentation within SharePoint and other collaboration platforms.
• Assist with continuous process improvements and operational efficiencies.

Skills

Project coordination

Organizational skills

Written and verbal communication

Stakeholder management

Delivery of deliverables

Ambiguity handling

Cross-functional collaboration

Accountability

Tools

Microsoft Excel

PowerPoint

Outlook

Teams

Job description

Apex Systems is seeking a highly organized Project Coordinator to support a large-scale, multi-year transformation program in Plano or San Antonio. Hybrid work arrangement is 3 days in office and 2 days remote, with occasional travel between locations.

You will coordinate day-to-day activities, manage schedules, risks, and dependencies, and produce status updates for leadership. Strong communication and cross-functional collaboration are essential for success in this role.