Information Technology Project Coordinator

Position Overview

We are looking for a dynamic and detail-oriented Information Technology Project Coordinator to join our team and play a pivotal role in driving the successful execution of strategic technology initiatives. This position is instrumental in supporting the planning, implementation, deployment, and completion of critical projects spanning IT infrastructure, cybersecurity, digital transformation, and system upgrades. The ideal candidate will collaborate closely with Project Managers, technical teams, external vendors, and key stakeholders to ensure projects are delivered on time, within scope, and in alignment with organizational objectives and quality standards.

The Information Technology Project Coordinator will be responsible for maintaining rigorous project controls, tracking progress, managing documentation, and facilitating seamless communication across all project phases. This role requires a proactive approach to risk and issue management, operational readiness, and stakeholder engagement to ensure projects meet their intended outcomes. By contributing to robust project governance and operational excellence, the successful candidate will help advance our organization’s technological capabilities and business objectives.

Key Responsibilities

Project Coordination & Administration

The Information Technology Project Coordinator will provide essential support to Project Managers throughout the project lifecycle, from initiation to closure. This includes assisting in project planning, execution, monitoring, and final delivery. The role involves maintaining accurate project schedules, action logs, risk registers, issue logs, and change request records to ensure transparency and accountability. Additionally, the coordinator will track project milestones, deliverables, dependencies, and deadlines, while following up on outstanding tasks and action items to maintain momentum and alignment with project goals.

Schedule & Progress Tracking

This position requires proficiency in managing and updating project schedules using tools such as Microsoft Project or equivalent platforms. The coordinator will monitor project activities against established timelines and milestones, identify potential delays or risks early, and escalate issues as necessary. Regular reporting will include the preparation of weekly and monthly status reports, as well as supporting the tracking of key performance indicators (KPIs) to ensure projects remain on track and stakeholders are informed of progress.

Stakeholder & Communication Management

Effective communication is central to this role. The Information Technology Project Coordinator will coordinate and facilitate a variety of project meetings, including kickoff sessions, weekly status updates, technical workshops, handover meetings, lessons learned sessions, and project closure meetings. Responsibilities include preparing meeting agendas, documenting minutes of meetings (MoM), tracking action items, and ensuring timely follow-up. The coordinator will serve as a liaison between project teams, vendors, and business stakeholders, utilizing communication tools such as Microsoft Teams, email, conference calls, and collaboration platforms to maintain alignment and foster productive dialogue.

Risk, Issue & Change Coordination

Proactive risk and issue management is critical to project success. The coordinator will maintain and update risk registers, issue logs, and change request logs, ensuring that mitigation actions and resolution activities are tracked and documented. Escalation protocols will be followed for unresolved risks and issues, and the implementation of approved change requests will be closely monitored to minimize disruptions and maintain project integrity.

Deployment & Operational Readiness Support

The Information Technology Project Coordinator will assist in deployment planning and execution, including coordinating testing activities, user acceptance testing (UAT) sessions, pilot deployments, and go-live support. The role involves tracking deployment readiness checklists, acceptance criteria, and supporting the transition of projects into operational environments. Post-deployment stabilization and issue tracking will also be part of the responsibilities to ensure smooth adoption and minimal downtime.

Documentation Management

Comprehensive and well-organized documentation is essential for project success and compliance. The coordinator will maintain and manage a wide range of project documents, including project charters, plans, meeting minutes, risk and issue logs, change logs, deployment plans, test plans, UAT documentation, handover documentation, operational readiness documentation, and project closure reports. Ensuring that all documentation is stored, version-controlled, and accessible to relevant stakeholders is a key responsibility of this role.

Quality & Compliance Support

The Information Technology Project Coordinator will support adherence to organizational policies, procedures, and quality standards. This includes ensuring that project documentation follows approved templates and guidelines, assisting with quality reviews, and supporting project audits. The role also involves promoting compliance with cybersecurity and information security requirements to safeguard organizational assets and data integrity.

Vendor & Team Coordination

Effective coordination with internal teams, external vendors, and contractors is vital to project success. The coordinator will facilitate collaboration between multidisciplinary technical teams, follow up on vendor deliverables and commitments, and support procurement and onboarding activities as required. This ensures that all project stakeholders are aligned and that external partners meet their contractual obligations.

Required Qualifications

• Bachelor’s degree in Information Technology, Computer Science, Engineering, or a related field.
• Proven experience in project coordination, preferably within IT, cybersecurity, or digital transformation initiatives.
• Strong proficiency in project management tools such as Microsoft Project, Jira, or similar platforms.
• Excellent organizational, communication, and interpersonal skills with the ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to maintain accurate documentation, track project progress, and prepare clear, concise reports for stakeholders.
• Familiarity with risk management, issue tracking, and change control processes.
• Experience coordinating with technical teams, vendors, and business stakeholders to ensure project alignment and delivery.
• Knowledge of cybersecurity best practices and compliance requirements is a plus.
• Strong problem-solving skills and the ability to anticipate and mitigate potential project risks.