Project Coordinator

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

Job #: 3046747

Project Coordinator

Location: Plano, TX or San Antonio, TX (Hybrid 3 days in office, 2 days remote; occasional travel between locations as needed)

Type: W2 Contract

Duration: Long term, multi year contract

About the opportunity

Our client is seeking a highly organized and proactive Project Coordinator to support a large-scale, multi-year business transformation program. This individual will serve as the operational backbone of the project team, helping drive organization, accountability, communication, and execution across numerous stakeholders and workstreams.

This is an excellent opportunity for a Project Coordinator, Junior Project Manager, or highly organized Executive Administrator with strong project support experience who enjoys working in fast-paced environments, managing competing priorities, and bringing structure to complex initiatives. The ideal candidate is detail-oriented, deadline-driven, and comfortable following up with stakeholders to ensure project milestones stay on track.

Key responsibilities

Project Coordination & Execution

• Coordinate day-to-day project activities across multiple teams, stakeholders, and business partners.
• Support a large, complex, multi-year program by tracking deliverables, timelines, milestones, risks, and dependencies.
• Maintain project plans, workback schedules, status trackers, and supporting documentation.
• Drive accountability by proactively following up with stakeholders and ensuring commitments are delivered on time.
• Monitor project progress and provide regular updates to project leadership.
• Identify risks, roadblocks, and potential delays while recommending solutions to keep initiatives moving forward.
• Help organize and coordinate special events, workshops, team meetings, and other project-related activities.

Stakeholder Management & Communication

• Act as the central point of coordination between project teams, business partners, and leadership.
• Develop and maintain communication plans and project artifacts.
• Facilitate collaboration across multiple workstreams and ensure alignment on project priorities.
• Communicate project updates, action items, key decisions, and risks to stakeholders.
• Support leadership with reporting, meeting preparation, and follow-up activities.

Meeting Management

• 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.

Reporting & Documentation

• 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.

Tools & Process Management

• 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.

Required 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.

Preferred qualifications

• Experience using JIRA for project tracking and workflow management.
• Familiarity with Agile and Scrum methodologies.
• SharePoint experience.
• Exposure to Monday.com or similar project management platforms.
• Experience supporting large-scale transformation, technology, or enterprise initiatives.
• Manufacturing industry experience or familiarity with manufacturing operations and terminology.
• Experience leveraging AI tools such as ChatGPT, Claude, Microsoft Copilot, or similar technologies to improve productivity and reporting.

Ideal candidate profile

The successful candidate is someone who naturally creates order from chaos, keeps projects moving forward, and is comfortable holding stakeholders accountable. They are highly organized, resourceful, and persistent in driving follow-up actions. Whether coordinating meetings, managing project trackers, preparing executive updates, or ensuring team members deliver on commitments, this individual serves as the "glue" that keeps a large cross-functional program operating efficiently and successfully.

Travel

• Occasional travel between Plano and San Antonio may be required, particularly during onboarding and key project milestones

Everforth Apex Benefits Overview: Everforth Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Everforth Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Everforth Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Everforth Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Everforth Apex team member can provide.

Everforth Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Everforth Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.

If you require an accommodation under the Americans with Disabilities Act to participate in an interview with a virtual recruiter or to use our website for a search or application, please contact our Benefits Department at [email protected] or 804-523-8228. Please note that this contact information is strictly to be used for medical ADA accommodations and that no other inquiries will be answered.