IT Project Coordinator

Wilson Sonsini•San Diego, CA

4d•Hybrid

About The Position

Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,100 attorneys in 17 offices: 13 in the U.S., two in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow exceptional opportunities for professional achievement and career growth. The Project Coordinator supports the PMO by managing project intake, coordinating day-to-day project activities, and administering Smartsheet solutions across the firm. This role plays a key part in organizing and prioritizing incoming requests, including growing demand for AI and automation initiatives, ensuring they are properly captured, tracked, and routed. In addition to project coordination, this role is responsible for maintaining Smartsheet as a core PMO tool, supporting reporting, dashboards, and workflow automation. The Project Coordinator enables Project Managers and Business Analysts to focus on delivery by ensuring operational efficiency, strong documentation, and consistent execution of PMO processes. This position is available with a hybrid work schedule or fully remote.

Requirements

Strong experience with Smartsheet, including building solutions, dashboards, and automations.
Proven experience as a Project Coordinator or in a similar PMO support role.
Experience managing intake processes, reporting, and project tracking.
Strong organizational skills with the ability to manage multiple priorities simultaneously.
Excellent communication and coordination skills across cross-functional teams.
Detail-oriented with strong problem-solving and critical thinking abilities.
Ability to work independently and take ownership of tasks from start to finish.
Comfortable working in a fast-paced environment with evolving priorities, including AI-related initiatives.
Strong proficiency in Microsoft Office tools (Excel, PowerPoint, Word, Outlook).
Understanding of project management concepts and lifecycle.
Ability to build relationships and work effectively with stakeholders at all levels.
Experience supporting reporting and dashboards for leadership visibility.

Nice To Haves

Bachelor’s degree preferred.
Experience in a law firm or professional services environment preferred.
Smartsheet certification or equivalent experience strongly preferred.

Responsibilities

Manage PMO intake, including tracking, prioritizing, and routing project and AI-related requests.
Coordinate day-to-day project activities, including schedules, meetings, and task tracking.
Act as a central point of contact for project coordination activities.
Assist with AI and automation initiatives by tracking use cases and supporting implementation efforts.
Facilitate communication across teams and follow up on action items and risks.
Maintain project documentation, files, and PMO standards.
Identify opportunities to improve processes, workflows, and reporting within the PMO.
Serve as a Smartsheet administrator, building and maintaining solutions, workflows, and automations.
Develop and manage dashboards, reports, and templates to support PMO standards and leadership reporting.
Ensure data accuracy, consistency, and governance across all Smartsheet assets.
Support continuous improvement of Smartsheet capabilities to streamline processes and increase efficiency.