Information Technology Project Coordinator

Position Overview

We are seeking a detail-oriented and proactive Information Technology Project Coordinator to join our dynamic team. In this pivotal role, you will play a critical part in the successful planning, execution, deployment, and closure of strategic technology initiatives, including cybersecurity enhancements, infrastructure upgrades, and digital transformation projects. Your responsibilities will encompass collaborating closely with Project Managers, technical teams, vendors, and stakeholders to ensure projects are delivered on time, within scope, and in alignment with organizational standards and quality benchmarks.

The ideal candidate will excel in project tracking, documentation management, risk mitigation, and stakeholder communication. You will contribute to robust project governance, maintain stringent project controls, and support operational readiness activities to ensure seamless project transitions. This role requires a blend of organizational acumen, technical aptitude, and exceptional communication skills to bridge the gap between technical teams and business stakeholders.

Key Responsibilities

Project Coordination & Administration

• Provide comprehensive support to Project Managers throughout the project lifecycle, including planning, execution, monitoring, and closure phases.
• Maintain and update critical project artifacts such as schedules, action logs, risk registers, issue logs, and change request records to ensure transparency and accountability.
• Monitor project milestones, deliverables, dependencies, and deadlines to proactively identify and address potential bottlenecks.
• Assist in establishing and maintaining robust project governance frameworks and controls to uphold project integrity and compliance.
• Coordinate resource allocation and scheduling activities to optimize team productivity and project outcomes.

Schedule & Progress Tracking

• Develop, update, and maintain detailed project schedules using tools such as Microsoft Project or equivalent project management software.
• Track project activities against established timelines and milestones, ensuring adherence to project baselines.
• Monitor project performance metrics and KPIs, escalating any deviations or risks to the Project Manager for timely resolution.
• Prepare and distribute weekly and monthly project status reports to stakeholders, highlighting progress, risks, and action items.

Stakeholder & Communication Management

• Organize and facilitate a variety of project meetings, including kickoff sessions, weekly status updates, technical workshops, handover meetings, lessons learned sessions, and project closure reviews.
• Prepare comprehensive meeting agendas, minutes of meetings (MoM), action items, and follow-up reports to ensure alignment and accountability.
• Serve as a liaison between project teams, vendors, and business stakeholders to facilitate clear and timely communication.
• Leverage collaboration platforms such as Microsoft Teams, email, and conference calls to maintain seamless communication channels.

Risk, Issue & Change Coordination

• Maintain and update risk registers, issue logs, and change request logs to document and track potential threats, challenges, and modifications.
• Follow up on mitigation actions and resolution activities for identified risks and issues, ensuring timely closure.
• Escalate unresolved risks and issues to the Project Manager for strategic intervention and resolution.
• Track the implementation of approved change requests to ensure alignment with project objectives and stakeholder expectations.

Deployment & Operational Readiness Support

• Assist in planning and executing project deployment activities, including rollout strategies, testing phases, UAT sessions, pilot deployments, and go-live support.
• Monitor deployment readiness checklists and acceptance criteria to ensure all prerequisites are met before transitioning to production.
• Support transition-to-operations and handover activities to facilitate smooth project adoption and operational stability.
• Assist in post-deployment stabilization efforts, including issue tracking and resolution to ensure long-term project success.

Documentation Management

• Maintain and organize a comprehensive repository of project documentation, including project charters, plans, meeting minutes, risk registers, issue logs, change logs, deployment plans, test plans, UAT documentation, handover documentation, operational readiness documentation, and project closure reports.
• Ensure all documentation is stored in a version-controlled, accessible, and secure manner to support audit trails and compliance requirements.

Quality & Compliance Support

• Assist in ensuring compliance with organizational policies, procedures, and industry standards throughout the project lifecycle.
• Ensure project documentation adheres to approved templates and quality standards to maintain consistency and accuracy.
• Support quality reviews and project audits to validate adherence to best practices and regulatory requirements.
• Collaborate with teams to uphold cybersecurity and information security protocols, mitigating potential vulnerabilities.

Vendor & Team Coordination

• Coordinate activities between internal teams, external vendors, and contractors to ensure alignment with project goals and timelines.
• Monitor vendor deliverables and commitments, following up on outstanding tasks to prevent delays.
• Support procurement and onboarding activities as required to facilitate smooth project execution.
• Assist in coordinating multidisciplinary technical teams to foster collaboration and achieve project objectives.

Required Qualifications

• Bachelor’s degree in Information Technology, Computer Science, Engineering, or a related field.
• Proven experience in project coordination, preferably within IT or technology-driven environments.
• Familiarity with project management methodologies and tools, such as Agile, Waterfall, or hybrid approaches.
• Proficiency in Microsoft Project, Microsoft Office Suite (Word, Excel, PowerPoint), and collaboration platforms like Microsoft Teams.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and interpersonal skills to engage effectively with stakeholders at all levels.
• Analytical mindset with the ability to interpret data and provide actionable insights for decision-making.
• Certifications such as PMP, CAPM, or ITIL are a plus but not mandatory.