Hybrid Project Manager Coordinator (Entry-Level)

COOLSOFT; Nashville (TN); Hybrid; USD 34,000 - 83,000; Part time

Job summary

COOLSOFT in Nashville, TN seeks an entry-level Project Manager Coordinator to support the PMO, coordinate activities, and maintain documentation for ongoing projects. This contract role provides exposure to two Sr.

PMs and a PMO Director, with opportunities to build foundational project management experience. The role requires strong organizational and communication skills, plus familiarity with Microsoft Office.

Qualifications

• Very strong organizational skills and attention to detail.
• Experience with administrative coordination or project support.
• Ability to manage multiple assignments and deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office including Outlook, Word, Excel, PowerPoint, Teams.

Responsibilities

• 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.
• 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.
• 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.
• 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 managers attention.
• Support change control and governance activities as directed.
• 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.

Skills

Organizational Skills

Administrative Skills

Communication Skills

Word/Excel/PowerPoint

Tools

MS Office

Job description

COOLSOFT in Nashville, TN seeks an entry-level Project Manager Coordinator to support the PMO, coordinate activities, and maintain documentation for ongoing projects. This contract role provides exposure to two Sr.

PMs and a PMO Director, with opportunities to build foundational project management experience. The role requires strong organizational and communication skills, plus familiarity with Microsoft Office.