IT Project Coordinator

Darkhorse Tech

1d•$45,000 - $55,000

About The Position

Darkhorse Tech provides comprehensive Dental-Specific IT services to our clients including ongoing support (Managed Services), startup projects & expansions (planning, design, buildouts) as well as software & hardware sales and maintenance. As a leader in the industry, we have created and continue to foster relationships with all leading-edge technology companies servicing the Dental community. Our company was founded by CEO, Reuben Kamp, who left his job at a nationwide Dental IT company to build a relationship-focused version of a Managed Service Provider (MSP) which creates true partnerships with its clients. Constantly building on our 13 years of experience, we are now servicing roughly 1400 clients nationwide and continue to see massive growth while focusing on maintaining unparalleled support for our Dental Practice partners. With technicians on the ground throughout the country, we offer in-person as well as remote support. As the Project Coordinator, you will work under the direction of the Project Manager to assist with a variety of administrative tasks and oversee multiple projects. You will also help to ensure that tasks and tickets are completed on time, and maintain communication with clients, vendors, and technicians regarding scope of work and project timelines. The ideal candidate for the Project Coordinator role is highly organized, proactive, and comfortable managing a high volume of moving pieces in a fast-paced environment. This person does not need to be technical, but they do need to be highly dependable with communication, follow-up, documentation, and ownership of next steps. This role is best suited for someone who can bring structure, consistency, and accountability to a busy project environment. The strongest candidate will be someone who understands that successful project coordination depends heavily on clear client communication, timely follow-through, and making sure no task, update, or commitment falls through the cracks.

Requirements

Experience in project coordination, operations coordination, scheduling, client coordination, administrative coordination, or a similar role
Strong client-facing communication skills, including phone and email communication
Proven ability to follow up consistently and manage open items through completion
Ability to manage multiple active projects, tasks, or workstreams at one time
Experience coordinating schedules, timelines, tasks, tickets, or internal resources
Strong written and verbal communication skills
Experience communicating directly with clients, customers, vendors, or external stakeholders
Ability to manage competing priorities and tight timelines
Comfort working in a fast-paced, deadline-driven environment
Strong organization and attention to detail
Ability to identify delays, blockers, or concerns and escalate appropriately
Proven time management and planning skills
Ability to handle sensitive information confidentially

Nice To Haves

Prior MSP, IT, or professional services experience
Experience in a client-facing coordination role
Experience supporting a high volume of concurrent projects, tasks, or requests
Familiarity with ticketing systems, project boards, scheduling tools, or task management systems
Experience coordinating across multiple internal teams or departments
Experience working with vendors or third-party partners

Responsibilities

Communicate clearly and proactively with clients regarding scope, scheduling, timelines, updates, and next steps
Follow up consistently on open items, pending responses, delayed tasks, and outstanding action items
Track and follow up on project tasks, tickets, timelines, and commitments
Ensure client communications are timely, professional, accurate, and client-friendly
Coordinate internal scheduling for project-related work, including onsite and remote work
Communicate with vendors regarding scheduling, timelines, deliverables, and project-related needs
Respond to client questions and requests in a timely and professional manner
Help manage client expectations and escalate concerns, delays, blockers, or timeline risks appropriately
Coordinate with internal teams, project resources, vendors, procurement, and installation resources
Collaborate with Procurement to monitor the status and timing of ordered parts or equipment
Coordinate travel for Installation Technicians when required
Assist with creating and updating internal processes, policies, and procedures
Handle sensitive information with confidentiality and professionalism
Support training for Project team members and new hires as needed