IT Project Coordinator

Applegreen Travel Plazas•Ramsey, NJ

3d•Hybrid

About The Position

The IT Project Coordinator provides administrative and operational support to the PMO, IT leadership team, and broader IT organization in a fast-paced, dynamic environment. This role is responsible for coordinating project-related activities, maintaining documentation, supporting procurement processes, tracking purchase orders and invoices, coordinating meetings, assisting with reporting and budget administration, and pivoting as priorities change. This position requires the ability to manage multiple priorities at once, respond quickly to changing business needs, and support requests from PMO leadership, other IT teams, and the VP of IT as needed. Projects and support activities may include small application enhancements or system upgrades, site-based technology changes or rollouts, reporting and tooling improvements, process improvement initiatives, and defined workstreams within larger IT projects. This role may also provide a development path toward an IT Project Manager role by building hands-on delivery experience, governance knowledge, stakeholder communication, and cross-functional coordination skills while working under the guidance of experienced project and PMO leaders.

Requirements

2+ years of experience in project coordination, administrative support, procurement coordination, or office administration.
Experience supporting an IT organization, PMO, or technology projects.
Strong proficiency with Microsoft Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.
Strong organizational and document management skills.
Excellent written and verbal communication skills.
Structured, pragmatic approach to problem solving.
Proactive, reliable, detail-oriented, and willing to learn across multiple IT domains.
Strong attention to detail and accuracy, with the ability to multitask, adapt quickly, and pivot between competing priorities in a fast-paced environment.

Nice To Haves

Familiarity with project management tools such as Microsoft Project, Proggio, Smartsheet, Jira, or Azure DevOps.
Experience working with purchasing systems and financial tracking processes.
Knowledge of contract administration practices.
Experience supporting multi-site operational environments, including retail, hospitality, logistics, travel center, or similar field-based technology environments.

Responsibilities

Maintain and create project or team trackers, templates, and PMO records.
Assist in preparing project status reports, presentations, and meeting materials.
Maintain filing systems and document repositories within SharePoint and other collaboration platforms such as Journey/Workvivo.
Support adherence to PMO standards, processes, and governance requirements.
Balance multiple priorities, deadlines, and administrative requests in a fast-paced IT environment.
Coordinate actions, milestones, dependencies, risks, issues, and follow-ups across internal teams and vendors, ensuring delivery activity remains visible and controlled.
Support project reviews, checkpoints, lessons learned, go-live preparation, and handover to business-as-usual support teams.
Prepare and maintain project artifacts such as high-level plans, milestone trackers, RAID logs, action trackers, decision logs, reporting inputs, governance artifacts, and handover checklists.
Support small, clearly scoped IT initiatives or defined workstreams under the direction of PMO leadership or an assigned Project Manager.
Assist with defining scope, timelines, delivery steps, stakeholder updates, and handover requirements for assigned coordination activities.
Support stakeholder communication by preparing updates, tracking decisions, and ensuring next steps are clearly documented.
Assist with managing assigned work through completion, including coordination of readiness activities, closure items, and transition to support teams.
Escalate risks, blockers, resource constraints, or decision needs to senior delivery leads when required.
Create and track purchase requisitions and purchase orders.
Maintain logs of purchase orders, invoices, contracts, and vendor engagements.
Monitor invoice approvals and coordinate with Finance regarding payment status and discrepancies.
Assist with budget tracking and financial reporting.
Maintain records of project expenditures and vendor commitments.
Support invoice reconciliation and PO matching activities.
Maintain contract and vendor documentation repositories.
Serve as an administrative liaison between vendors and internal stakeholders.
Coordinate meetings and follow up with vendors.
Track vendor actions, deliverables, dependencies, onboarding needs, and third-party coordination items when required.
Schedule project, steering committee, and vendor meetings.
Prepare meeting agendas and distribute meeting materials.
Capture and document meeting minutes, decisions, and action items.
Assist with communication of project updates and PMO announcements.
Maintain project and portfolio trackers.
Compile data for monthly and weekly PMO reporting.
Generate reports from project management and financial tracking tools.
Ensure project records remain accurate and current.
Develop practical project management capability through exposure to scope definition, delivery planning, governance routines, stakeholder updates, and controlled handover.
Contribute to continuous improvement of PMO delivery processes, templates, reporting tools, and lessons learned practices.
Assist with onboarding and offboarding activities for project resources.
Support coordination of training sessions, workshops, team events and travel plans.
Provide administrative support to PMO leadership and project teams as assigned.
Provide support to other IT teams and IT leadership, including the VP of IT, as business needs and priorities require.
Perform other duties as required to support IT and PMO operations.