Project Coordinator

SmartPA; United States; Remote; USD 42,000 - 69,000; Full time

Benefits offered by this job

Competitive Salaries

Department Incentives

33 Days Holiday

Employee Assistance Programme

Job summary

SmartPA is seeking a Project Coordinator in the Centre of Excellence to architect and maintain coordination frameworks, delivery timelines, and logistics pipelines for complex client accounts, representing our brand while collaborating with a global tech giant.

You will manage end-to-end recruitment pipeline logistics, track milestones, schedule interviews, onboard new hires, and ensure governance with HR, Finance, and technical leads. Strong organisation and communication are essential.

Qualifications

• Proven experience coordinating projects, recruitment pipelines, or team operations in fast-paced tech or corporate settings.
• Experience managing complex coordination tasks with multiple moving parts (interviews, delivery milestones, onboarding).
• Strong stakeholder management with HR, recruitment, managers, and technical leads.

Responsibilities

• Provide project coordination for infrastructure and deployment initiatives; monitor timelines and logs, flag risks.
• Coordinate end-to-end recruitment logistics, draft job descriptions, and support headcount approvals.
• Own interview scheduling, onboarding logistics, hardware provisioning, and access requests.
• Schedule governance meetings, prepare agendas, document transitions, and track post-meeting actions with international stakeholders.
• Support internal approvals, track compliance updates, and assist with regulatory communications.

Skills

Project coordination

Stakeholder management

Recruitment coordination

Documentation tracking

Multi-tasking

Communication

Tools

Google Docs

Google Sheets

Google Slides

Job description

The Centre of Excellence (COE) is the driving force behind SmartPA, where strategy comes to life. As part of this dynamic department, you will act as a Project Coordinator, responsible for architecting and maintaining the coordination frameworks, delivery timelines, and logistics pipelines that keep complex client accounts running flawlessly. This particular role is assigned to one of our dedicated client accounts, meaning you will represent our brand while working very closely with a global tech giant.

In this role, you will serve as the coordination engine for critical technical deployment and infrastructure programmes. By managing end-to-end recruitment pipeline logistics, technical milestones, cloud migration timelines, and stakeholder feedback logs, you will prevent operational bottlenecks. You will leverage project management best practices and modern digital tools to scale administrative workflows, fostering a culture of delivery precision and 'Right First-Time' operational performance.

Key Responsibilities and Skills

• Programme and project tracking: Provide dedicated project management coordination for critical infrastructure and science deployment initiatives (e.g., server maintenance and cloud migration programmes). Monitor project timelines, maintain delivery logs, track action items, and flag schedule risks.
• Talent and recruitment pipeline support: Coordinate the logistics for the end-to-end temporary and vendor hiring pipeline. Support managers in drafting Job Descriptions using templates, prepare documentation for headcount approval requests, and proactively follow up with HR, Finance, and recruitment stakeholders to keep candidate pipelines moving.
• Interview panels and onboarding coordination: Own the logistics for candidate scheduling, gather interviewer availability, and build out interview panels. Help coordinate new hire onboarding logistics, including hardware provisioning and access requests.
• Meeting and governance organisation: Coordinate and schedule high-level project meetings, prepare clear agendas, document service ownership transitions, and meticulously follow up on post-meeting action items with international stakeholders.
• Legal and approvals liaison: Support the programme delivery teams in navigating internal approval workflows, tracking required compliance updates, and assisting with communications with Legal regarding resource usage or terms updates.
• Feedback and feature tracking: Record, categorise, and process user feedback, feature requests, and operational logs to support ongoing deployment improvements.

Skills

You possess an unwavering, proactive operational mindset—you naturally connect the dots between people, timelines, and resources. You are a systematic, highly organised, and thorough planner who excels at multi-tasking and juggling shifting priorities without breaking stride. A clear, confident, and diplomatic communicator, you navigate the natural friction of coordinating multiple busy interview panels or tracking technical timelines with a solution-focused, professional approach when collaborating with internal teams, recruiters, and technical leads.

Experience

Your experience is key, but your forward-thinking attitude is what sets you apart.

Essential

• Proven experience in a Project Coordination, Recruitment Coordination, or Team Operations role within a fast-paced corporate or technology environment.
• Practical experience managing complex coordination tasks with multiple moving parts (e.g., managing high-volume interview panels, tracking technical delivery milestones, or onboarding logistics).
• Exceptional, proven stakeholder management skills, with absolute comfort communicating alongside recruitment teams, HR, managers, and technical program leads.
• Experience building, updates, and maintaining tracking sheets, project logs, or pipeline dashboards.
• Advanced proficiency in Google Workspace tools, specifically Docs, Slides, and Google Sheets for data organisation and executive reporting.
• An exceptional, proven eye for detail and a highly methodical approach to managing diaries, documentation, and task dependencies.

Desirable

• Experience working alongside technical software engineering, data science, or deployment infrastructure teams.
• Familiarity with project management tracking software or Applicant Tracking Systems (ATS).
• Practical experience or a high aptitude for leveraging AI platforms and LLMs (such as Gemini) to streamline documentation drafting or meeting summaries.

Work Remotely

Yes

Schedule

Monday - Friday

Aligned to UK working hours: 09:00 to 17:30 (UK Time)

• 10:00 to 18:30 (SAST) from 29 March – 25 October (UK British Summer Time)
• 11:00 to 19:30 (SAST) from 26 October – 28 March (UK Greenwich Mean Time)

Job Type

Full-time, Permanent

(37.5 hours per week)

What's in it for you?

At SmartPA, we believe in rewarding talent and supporting your growth:

• Competitive Salaries
• Department Incentives
• 33 Days Holiday Because rest fuels greatness
• Employee Assistance Programme