Project Coordinator

About the Role

The Project Coordinator is responsible for supporting both internal operations and client project implementations by organizing project activities, managing operational workflows, compiling reports, and maintaining thorough documentation. This position plays a key role in enhancing process efficiency and standardizing organizational practices while facilitating successful project execution and strategic goals.

Project Coordination & Delivery Support

• Manage coordination and administrative duties throughout client implementation projects, ensuring organized tracking and smooth execution of all activities during the project lifecycle.
• Support all phases including project planning, rollout, post-launch stabilization, and optimization by updating plans, trackers, necessary documentation, and key deliverables.
• Monitor project scope, milestones, various workstreams, dependencies, risks, issues, action points, and critical decisions, escalating concerns to relevant stakeholders when needed.
• Arrange meetings as directed by program leadership, including scheduling, agenda preparation, minute-taking, and monitoring follow-up tasks.
• Keep all project documentation, communication tools, calendars, and project artifacts current using approved collaboration platforms such as SharePoint, Teams, Airtable, and Excel.
• Organize current and future state documentation to assist in planning, execution, and knowledge transfer efforts.
• Act as a central liaison among project leads, internal teams, clients, and other stakeholders to ensure effective communication and project progress.

Recruiting Support

• Assist with staffing efforts by tracking open positions, candidate progress, and target onboarding dates.
• Coordinate interview scheduling and communicate with candidates as necessary.
• Provide staffing status reports and highlight any unmet requirements to project leadership.

Client Specific Onboarding, Provisioning, and Access Management

• Manage onboarding and provisioning processes from placement through readiness for first day.
• Collect necessary onboarding information including role details, start dates, workstreams, locations, equipment, and software requirements.
• Submit and track access requests for client platforms such as SharePoint, Teams, email distribution groups, VPN, VDI/Citrix, Epic, legacy systems, and project tools.
• Maintain comprehensive trackers to monitor access statuses, obstacles, assignment of responsibility, and resolution timelines.
• Coordinate with internal and client teams to resolve onboarding or system access challenges.
• Support offboarding by updating trackers, confirming access removals, and documenting transition tasks.

Reporting, Tracking, and Data Integrity

• Develop and maintain various trackers related to staffing, onboarding, provisioning, assignments, access, time reporting, and project deliverables.
• Create clear, insightful reports and dashboards using Airtable, Excel, SharePoint Lists, Teams, and other Microsoft 365 tools.
• Conduct regular data reviews to detect gaps, duplicate entries, inconsistencies, or outdated information.
• Assist in preparing weekly updates, client summaries, staffing and burn reports, and leadership presentation materials.

Internal Operations

• Participate in creating and maintaining standards, protocols, and procedures for internal documentation.
• Encourage adoption of consistent best practices that support organizational scalability and operational efficiency.
• Ensure accurate, timely data management within internal systems to support reporting, processes, and data quality.

Qualifications

• Experience in project coordination roles.
• Advanced skills in Airtable and Microsoft collaboration tools such as SharePoint, Teams, and Office suite.
• High attention to detail and exceptional organizational ability to manage multiple projects concurrently.
• Excellent written communication skills suitable for detailed documentation and executive-level reporting.
• Relevant experience in healthcare settings or familiarity with electronic medical record (EMR) systems like Epic, Cerner, or Meditech.
• Project management certifications such as PMP or CAPM are advantageous but not mandatory.