Project Coordinator

Optimum Healthcare IT; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

Optimum Healthcare IT is seeking a detail-oriented Project Coordinator to support client implementation and internal operations. You will coordinate project execution, maintain trackers, and ensure timely delivery across Go-Live and stabilization phases, using Airtable, SharePoint, Teams, and Excel.

You will organize documentation, manage onboarding and access provisioning, and produce weekly updates for leadership, with a focus on data integrity and process standardization.

Qualifications

• Prior project coordination experience in a professional setting.
• Proficient with Airtable, SharePoint, Teams, and Excel.
• Excellent written communication and organization skills.
• Experience in healthcare environments or with EMR systems preferred.

Responsibilities

• Coordinate client implementation projects across lifecycle.
• Maintain project plans, trackers, and documentation.
• Track scope, milestones, risks, and decisions; escalate as needed.
• Schedule meetings and prepare agendas with notes.
• Maintain provisioning trackers and onboarding data.
• Support reporting, dashboards, and data integrity.
• Serve as central coordination point for stakeholders.

Skills

Project coordination

Documentation

Stakeholder communication

Multitasking

Healthcare IT experience

Tools

Airtable

SharePoint

Teams

Excel

Microsoft 365

Job description

About the Role:

The Project Coordinator supports internal operations and client implementation activities by coordinating project execution, operational processes, reporting, documentation, and data management. This role collaborates across the organization to improve operational efficiency, standardize processes, and support the successful delivery of projects and strategic initiatives. The ideal candidate is highly organized, detail-oriented, and proficient in Microsoft collaboration tools and Airtable, with excellent communication and documentation skills.

Project Coordination & Delivery Support:

• Provide coordination and administrative support across client implementation projects, ensuring activities are organized, tracked, and executed effectively throughout the project lifecycle.
• Support project planning, implementation, go-live, stabilization, and optimization activities by maintaining project plans, trackers, documentation, and deliverables.
• Track project scope, milestones, workstreams, dependencies, risks, issues, action items, and key decisions, escalating concerns to the appropriate stakeholders as needed.
• Coordinate meetings as requested by program leadership, including scheduling, preparing agendas, documenting meeting notes, and tracking follow-up action items.
• Maintain project documentation, communication channels, calendars, and artifacts using approved collaboration and project management tools (e.g., SharePoint, Teams, Airtable, Excel).
• Organize and maintain project documentation, including current-state and future-state materials, to support project planning, execution, and knowledge transfer.
• Serve as a central coordination point for project leadership, internal teams, clients, and other stakeholders to facilitate communication and project execution.

Recruiting Support:

• Support staffing coordination by tracking open roles, candidate status, and target start dates.
• Assist with interview scheduling and basic candidate communication as needed.
• Provide general updates to project leadership on staffing progress and outstanding needs.

Client Specific Onboarding, Provisioning, and Access Management:

• Coordinate onboarding and provisioning from placement through first-day readiness.
• Collect required onboarding details, including role, start date, workstream, location, equipment, and application needs.
• Submit and track access requests for client systems, SharePoint, Teams, email groups, VPN, VDI/Citrix, Epic, legacy systems, and project tools.
• Maintain provisioning trackers for access status, blockers, owners, and resolution dates.
• Follow up with internal and client teams to resolve onboarding or access issues.
• Support offboarding by updating trackers, confirming access removal, and documenting transition items.

Reporting, Tracking, and Data Integrity:

• Build and maintain trackers for staffing, onboarding, provisioning, assignments, access, time reporting, and deliverables.
• Create clear reports and dashboards using Airtable, Excel, SharePoint Lists, Teams, and Microsoft 365.
• Review project data for gaps, duplicates, inconsistencies, and outdated information.
• Support weekly updates, client summaries, staffing reports, burn reports, and leadership materials.

Internal Operations:

• Contribute to the development and maintenance of internal documentation standards, processes, and procedures.
• Promote the consistent application of standards and best practices to support organizational scalability and operational efficiency.
• Maintain accurate and timely data within internal systems to support reporting, operational processes, and data integrity.

The role will fluctuate between the responsibilities above as needed.

Qualifications:

• Prior project coordination experience
• Strong proficiency in AirTable and Microsoft collaboration tools (SharePoint, Teams, Office)
• Highly organized, detail-oriented, and comfortable managing multiple workstreams simultaneously
• Strong written communication skills for documentation and executive-ready deliverables
• Experience working in healthcare environments or with EMR systems (e.g., Epic, Cerner, Meditech).
• PMP, CAPM, or other project management certification (preferred but not required).