Information Technology Project Coordinator*

Port-of-Portland; Portland (OR); Hybrid; USD 70,000 - 90,000; Full time

Job summary

The Port of Portland is seeking an Information Technology Project Coordinator to provide administrative, coordination, and project support across IT and enterprise teams. Involved in ERP implementation and digital transformation initiatives, you will help maintain governance, documentation, and cross‑functional coordination for a large program.

You'll gain hands‑on experience across the project lifecycle, with exposure to PMO processes, stakeholder communications, and procurement documentation,

Qualifications

• Three or more years of experience in project coordination or administrative support within a complex organization.
• Bachelor’s Degree in business administration, communications, public administration, or related field (or equivalent experience).
• Ability to pass a criminal history records check.

Responsibilities

• Maintain Project repositories, document libraries, and collaboration sites.
• Ensure documents are version-controlled, organized, and archived.
• Manage project plans, status reports, presentations, decisions, governance records, and supporting documentation.
• Prepare executive reports and presentation materials.
• Coordinate meetings, workshops, training sessions, and governance forums.
• Develop and distribute agendas, materials, minutes, and follow-up communications.
• Maintain calendars, milestone schedules, and meeting cadence.
• Track action items and follow up with responsible parties.
• Prepare weekly, monthly, and executive-level status reports.
• Maintain logs (Action Item, Decision, RAID, Change Request).
• Support stage-gate reviews, readiness assessments, and governance reporting activities.
• Support cutover planning, deployment coordination, and go-live readiness.
• Coordinate project schedules and resource activities across multiple workstreams.
• Facilitate coordination between business teams, technical teams, consultants, and vendors.
• Track invoices, vendor documentation, and procurement/contract-related materials.
• Maintain budget records, expenditure documentation, and support purchase request processes.

Skills

Budget development and management

Project management methodologies

Document organization and records

Meeting coordination and logistics

Data entry and quality checking

Education

Bachelor’s Degree in Business Administration or related field

Job description

The Port of Portland is hiring a

Information Technology Project Coordinator*

This position provides comprehensive administrative, coordination, and project support services to IT and enterprise project teams, including ERP implementation, digital transformation, and Port Forward initiatives. The role supports project managers, PMO, workstream leads, and program leadership by maintaining project documentation, coordinating meetings and events, tracking action items, supporting governance processes, and ensuring project information is organized, accurate, and accessible.

From the hiring manager:

Join the Port of Portland during Port Forward, our major digital transformation modernizing finance, HR, property management, and asset management across the airport and marine operations. As IT Project Coordinator, you'll be in the room where it happens - keeping governance, documentation, and coordination running across Port staff, technical leads, and delivery partners on a large‑scale ERP implementation.

It is a rare seat for someone early in their project management career: direct visibility into program leadership, hands‑on experience across the full project lifecycle, and skills in governance and stakeholder coordination that translate straight into a PM career - all while supporting infrastructure that keeps the region moving.

If you want fast‑moving, high‑visibility work where your work directly shapes whether a major initiative succeeds, this is it.

*This is a limited‑duration role lasting approximately 24 – 36 months to assist the Port of Portland with an ERP implementation. The role may be lengthened or shortened based on business need.*

We offer a flexible hybrid schedule that combines work‑life balance with team collaboration. You'll be in the office Tuesday through Thursday to engage with colleagues and support our business lines, with the flexibility to work from home on Mondays and Fridays. Due to the nature of this role, some flexibility outside of these general guidelines may be required.

Documentation & Information Management

• Maintain Project repositories, document libraries, and collaboration sites.
• Ensure documents are version‑controlled, organized, and archived.
• Manage project plans, status reports, presentations, decisions, governance records, and supporting documentation.
• Prepare executive reports and presentation materials.

Project Coordination, Administration and Communication

• Coordinate meetings, workshops, training sessions, and governance forums.
• Develop and distribute agendas, materials, minutes, and follow‑up communications.
• Maintain calendars, milestone schedules, and meeting cadence.
• Track action items and follow up with responsible parties.

Governance & Reporting Support

• Prepare weekly, monthly, and executive‑level status reports.
• Maintain logs (Action Item, Decision, RAID, Change Request).
• Support stage‑gate reviews, readiness assessments, and governance reporting activities.
• Support cutover planning, deployment coordination, and go‑live readiness.

Resource & Schedule Coordination

• Coordinate project schedules and resource activities across multiple workstreams.
• Facilitate coordination between business teams, technical teams, consultants, and vendors.

Financial & Procurement Support

• Track invoices, vendor documentation, and procurement/contract‑related materials.
• Maintain budget records, expenditure documentation, and support purchase request processes.

Full position description available upon request.

Minimum Qualifications

• Three (3) + years of experience in project coordination, program support, or administrative support within a complex organization.
• Bachelor’s Degree – bachelor’s degree in business administration, Communications, Public Administration, or a related field (or equivalent experience)
• Ability to pass a criminal history records check

Preferred, not required.

• PMP or CAPM
• Experience supporting a PMO or project team on technology, ERP, or enterprise system implementation
• Experience tracking budgets, invoices, or procurement/contract documentation within a project setting

Knowledge, Skills & Abilities

• Budget development and management
• Project management methodologies and integration with system development lifecycles
• Document organization, records management, and version control
• Meeting coordination, logistics, and event support
• Data entry, record maintenance, proofreading, and quality checking

Selection Process (tentative schedule):

• A minimum qualification evaluation of the education, training, and experience of submitted application packets will take place by Human Resources until this role closes.
• A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials.
• Our goal is to notify candidates who are selected for interviews promptly. We normally schedule the virtual first round of interviews with candidates who successfully passed the SME evaluation. Panel Interviews will be held afterward.