Project Coordinator - 100% Remote

PMO Partners; Virginia, Northern (MN, KY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

PMO Partners seeks a Project Coordinator/Analyst to support an PMO Project Manager on complex state and local government implementations. You will maintain governance records, track contractual deliverables, manage compliance, coordinate meeting notes, and organize artifacts for audits.

This is a strong development path toward a PM career. You will work across governance, documentation controls, and reporting, using Smartsheet, SharePoint, and MS Office to keep projects on track and audit-ready.

Qualifications

• Bachelor’s degree in related field or equivalent combination of education and experience.
• 2-4 years of relevant experience in PMO governance, project coordination, documentation control, contract compliance support, or regulated delivery support
• Hands-on experience with Smartsheet, SharePoint, and Microsoft Office Suite required
• Familiarity with government, healthcare, or business process outsourcing environments preferred
• Basic familiarity with project management methodologies (Waterfall, Agile, or Hybrid) preferred
• Exposure to contract deliverable tracking or compliance monitoring in a government services or BPO environment preferred

Responsibilities

• Maintain milestone trackers, deliverable lists, correspondence logs, and agenda topic trackers aligned to the integrated project plan.
• Support the PM in monitoring schedule performance by tracking milestone due dates, flagging dependencies, and identifying items at risk.
• Maintain project data in Smartsheet (or applicable PPM tool), ensuring accuracy across milestones, task ownership, and completion status.
• Create and configure project SharePoint sites, Smartsheet workspaces, and RAID logs using PMO-approved templates.
• Coordinate meeting scheduling across geographically dispersed teams and multiple time zones for project kickoffs, status meetings, working sessions, and governance reviews.
• Track operational readiness checklist items and support the PM in monitoring transition-to-operations activities.
• Maintain the contract compliance matrix, tracking all contractual deliverables, submission requirements, acceptance criteria, and approval status.
• Monitor deliverable due dates, flag upcoming submissions, and elevate at-risk deliverables to the PM with sufficient lead time.
• Track SLA obligations and identify potential deviations, documenting evidence of compliance or escalation actions taken.
• Maintain a complete deliverable log with status, ownership, version, and evidence of PM/client acceptance for all contract deliverables
• Support quality gate and milestone readiness reviews by assembling required evidence packages, checklists, and supporting artifacts
• Ensure all contractual artifacts, approvals, and supporting evidence are stored in the project repository and are immediately retrievable for audits or client requests
• Support the PM in preparing and submitting contract compliance reports and deliverable acceptance documentation
• File meeting notes, approvals, deliverable evidence, and supporting artifacts in the project SharePoint repository as the source of truth
• Perform documentation QA checks across completeness, correct template use, captured approvals, and traceable links
• Ensure all project artifacts, decisions, and supporting evidence are consistent with PMO standards and contractual requirements
• Draft meeting notes that capture intent and final direction — not transcripts
• Capture decisions, actions, owners, due dates, and follow-ups in notes and RAID logs
• Coordinate agendas, pre-read materials, and logistics for project governance meetings and working sessions
• Support the PM in preparing status updates, briefing inputs, and presentation materials for leadership and client stakeholders
• Log risks, issues, actions, and decisions in approved RAID trackers with all required fields completed
• Follow up on overdue actions and send reminders for upcoming due dates
• Escalate blockers and overdue items as appropriate, with context, evidence, and recommended next steps
• Track change requests, approvals, and supporting documentation through the formal change control process
• Collect status updates from workstream owners, confirm accuracy, and consolidate inputs for the PM’s review
• Maintain project health indicators in Smartsheet (or applicable PPM tool) to reflect current milestone, risk, and deliverable status
• Assist the PM in assembling monthly PMO business review inputs, including KPI data, milestone summaries, and key issue callouts
• Prepare draft status reports and dashboard summaries using PMO-approved templates for PM review and distribution
• Identify recurring governance, compliance, or documentation defects and propose improvements to templates, processes, or checklists
• Maintain and update reusable templates, checklists, and how-to guidance as directed by the PM or PMO leadership
• Share lessons learned with the project team to strengthen consistency and reduce rework

Skills

PMO governance

Project coordination

Documentation control

Contract compliance

SharePoint

Smartsheet

MS Office

Meeting management

RAID/logs

Status reporting

Attention to detail

Cross-functional coordination

Health/ Human services knowledge

Education

Bachelor’s degree

Tools

Smartsheet

SharePoint

Microsoft Office Suite

Job description

The PMO Project Coordinator/Analyst supports the PMO Project Manager in delivering complex implementation projects for state and local government clients. This role keeps projects on track by maintaining governance records, tracking contractual deliverables and compliance obligations, coordinating meeting documentation, and ensuring project artifacts are consistently organized and audit-ready. This is a strong development opportunity for professionals building toward a project management career.

Responsibilities

Project Support & Execution Coordination

• Maintain milestone trackers, deliverable lists, correspondence logs, and agenda topic trackers aligned to the integrated project plan
• Support the PM in monitoring schedule performance by tracking milestone due dates, flagging dependencies, and identifying items at risk
• Maintain project data in Smartsheet (or applicable PPM tool), ensuring accuracy across milestones, task ownership, and completion status
• Create and configure project SharePoint sites, Smartsheet workspaces, and RAID logs using PMO-approved templates
• Coordinate meeting scheduling across geographically dispersed teams and multiple time zones for project kickoffs, status meetings, working sessions, and governance reviews
• Track operational readiness checklist items and support the PM in monitoring transition-to-operations activities

Contract & Deliverable Compliance Tracking

• Maintain the contract compliance matrix, tracking all contractual deliverables, submission requirements, acceptance criteria, and approval status
• Monitor deliverable due dates, flag upcoming submissions, and elevate at-risk deliverables to the PM with sufficient lead time
• Track SLA obligations and identify potential deviations, documenting evidence of compliance or escalation actions taken
• Maintain a complete deliverable log with status, ownership, version, and evidence of PM/client acceptance for all contract deliverables
• Support quality gate and milestone readiness reviews by assembling required evidence packages, checklists, and supporting artifacts
• Ensure all contractual artifacts, approvals, and supporting evidence are stored in the project repository and are immediately retrievable for audits or client requests
• Support the PM in preparing and submitting contract compliance reports and deliverable acceptance documentation

Governance & Documentation Controls

• File meeting notes, approvals, deliverable evidence, and supporting artifacts in the project SharePoint repository as the source of truth
• Perform documentation QA checks across completeness, correct template use, captured approvals, and traceable links
• Ensure all project artifacts, decisions, and supporting evidence are consistent with PMO standards and contractual requirements

Stakeholder & Meeting Management

• Draft meeting notes that capture intent and final direction — not transcripts
• Capture decisions, actions, owners, due dates, and follow-ups in notes and RAID logs
• Coordinate agendas, pre-read materials, and logistics for project governance meetings and working sessions
• Support the PM in preparing status updates, briefing inputs, and presentation materials for leadership and client stakeholders

RAID & Risk/Issue Management

• Log risks, issues, actions, and decisions in approved RAID trackers with all required fields completed
• Follow up on overdue actions and send reminders for upcoming due dates
• Escalate blockers and overdue items as appropriate, with context, evidence, and recommended next steps
• Track change requests, approvals, and supporting documentation through the formal change control process

Reporting & Status Support

• Collect status updates from workstream owners, confirm accuracy, and consolidate inputs for the PM’s review
• Maintain project health indicators in Smartsheet (or applicable PPM tool) to reflect current milestone, risk, and deliverable status
• Assist the PM in assembling monthly PMO business review inputs, including KPI data, milestone summaries, and key issue callouts
• Prepare draft status reports and dashboard summaries using PMO-approved templates for PM review and distribution

Continuous Improvement & PMO Capability Building

• Identify recurring governance, compliance, or documentation defects and propose improvements to templates, processes, or checklists
• Maintain and update reusable templates, checklists, and how-to guidance as directed by the PM or PMO leadership
• Share lessons learned with the project team to strengthen consistency and reduce rework

Skills

• Maintain meticulous attention to detail across documentation, tracking, and compliance activities simultaneously
• Write clear, concise, intent-focused meeting notes, status summaries, and compliance evidence packages
• Organize and manage multiple trackers, logs, and artifacts across concurrent workstreams without gaps
• Apply version control and documentation quality standards with discipline
• Coordinate across cross-functional and geographically dispersed teams professionally and proactively
• Use SharePoint, Smartsheet, and Microsoft Office Suite (Word, Excel, PowerPoint) with proficiency
• Apply basic analytical thinking to identify trends, surface risks, and support data-informed decisions
• Understanding relevant service domains, including health and human services, eligibility and enrollment, Medicaid, SNAP/EBT, workforce services, child support, and state contact center operations is a plus

Requirements

Bachelor’s degree in related field or equivalent combination of education and experience.

2-4 years of relevant experience in PMO governance, project coordination, documentation control, contract compliance support, or regulated delivery support

Hands-on experience with Smartsheet, SharePoint, and Microsoft Office Suite required

Familiarity with government, healthcare, or business process outsourcing environments preferred

Basic familiarity with project management methodologies (Waterfall, Agile, or Hybrid) preferred

Exposure to contract deliverable tracking or compliance monitoring in a government services or BPO environment preferred