Project Coordinator

Helloencore; United States; Hybrid; USD 55,000 - 75,000; Full time

Job summary

Helloencore is seeking a Project Coordinator to join our IT infrastructure and support projects. You will help plan, execute, and close projects, coordinating with engineers, clients, and vendors to keep schedules, budgets, and documentation aligned with client expectations.

The role requires 2+ years in project coordination, strong MS 365 skills, and experience with project management tools. This is a hybrid position with in-office and remote workdays.

Qualifications

• 2+ years in project coordination or administrative support (IT/tech environment preferred).
• Strong written and verbal communication skills.
• Proficient with Microsoft 365 apps (Outlook, Excel, Teams, SharePoint).
• Experience using project management tools.
• Familiarity with IT infrastructure terminology is a plus.

Responsibilities

• Assist in planning and coordinating IT implementation and support projects (hardware deployments, network upgrades, cloud migrations, system rollouts).
• Maintain project plans, timelines, and task tracking tools.
• Schedule internal resources, client meetings, and vendor engagements.
• Monitor project milestones and flag risks or delays proactively.
• Ensure project documentation is accurate and up to date.
• Serve as a point of contact for project-related communication.
• Provide status updates to clients and internal stakeholders.
• Coordinate change requests and document scope adjustments.
• Support handoffs between sales, engineering, and support teams.
• Coordinate procurement and delivery of equipment.
• Track hardware orders and licensing timelines.
• Work with third-party vendors to confirm timelines.
• Prepare project reports and dashboards.
• Track billable hours and project budgets (if applicable).
• Maintain organized documentation within project management systems.
• Assist with invoicing documentation and closeout reporting.
• Other duties as assigned.

Skills

Microsoft 365 proficiency

Project coordination experience

Communication skills

Time management

Organization skills

Tools

Project management tools

Job description

Position Summary

The Project Coordinator supports the planning, execution, and completion of IT infrastructure and support projects. This role ensures projects are delivered on time, within scope, and aligned with client expectations. The Project Coordinator works closely with Project Managers, engineers, clients, and vendors to coordinate schedules, resources, documentation, and communication.

Responsibilities

• Assist in planning and coordinating IT implementation and support projects (hardware deployments, network upgrades, cloud migrations, system rollouts, etc.)
• Maintain project plans, timelines, and task tracking tools
• Schedule internal resources, client meetings, and vendor engagements
• Monitor project milestones and proactively flag risks or delays
• Ensure all project documentation is accurate and up to date
• Serve as a point of contact for project-related communication
• Provide status updates to clients and internal stakeholders
• Coordinate change requests and document scope adjustments
• Support smooth handoffs between sales, engineering, and support teams
• Coordinate procurement and delivery of equipment
• Track hardware orders and licensing timelines
• Work with third-party vendors to confirm timelines and dependencies
• Prepare project reports and dashboards
• Track billable hours and project budgets (if applicable)
• Maintain organized documentation within project management systems
• Assist with invoicing documentation and closeout reporting
• Other duties as assigned.

Qualifications

• 2+ years of project coordination or administrative support experience (IT or technical environment preferred)
• Strong proficiency with Microsoft 365 (Outlook, Excel, Teams, SharePoint)
• Experience using project management tools
• Excellent written and verbal communication skills
• Strong organizational and time-management skills
• Experience in an IT Support, MIS, or technology services company
• Familiarity with networking, cloud services, or IT infrastructure terminology

Physical Requirements

• Prolonged periods sitting at a desk and working on the computer.
• Occasional liftin pushing, pulling up to 15 lbs.
• Hybrid position: in-office and remote workdays.