Project Administrator / Coordinator

STN Incorporated•Pleasanton, CA

2d•$70,000 - $90,000•Onsite

About The Position

This role supports scheduling, logistics, project coordination, ticket and time management, project setup and initiation, and cross-team communications across multiple customers and internal teams. The Project Coordinator works closely with the Project Management Office, Engineering, and leadership teams to ensure projects and ongoing service work remain organized, visible, and moving forward. This position is operational and execution-focused and is not required to follow a traditional Project Manager career path. The role provides broad exposure to IT service delivery, customer engagement, and internal operations, with growth opportunities based on individual strengths and business needs.

Requirements

2+ years of experience in project coordination, operations, or general business support roles
Strong organizational, time-management, and follow-through skills
Process-oriented with the ability to simplify complex workflows
Strong analytical and critical thinking skills
High proficiency with Word and Excel and comfort working across multiple technology systems
Detail-oriented with the ability to meet deadlines in a fast-paced environment
Strong interpersonal and communication skills with both internal and external stakeholders
Candidates must be U.S. Citizens or Permanent Residents.
All applicants must be authorized to work in the United States on a full-time basis.

Nice To Haves

Previous experience in information technology, managed services, or related technical environments
Experience with Jira and Confluence
Familiarity with ticketing systems and time tracking

Responsibilities

Coordinate and schedule IT projects across multiple teams and customers
Assist with project setup and initiation, including: Customer handoff acknowledgement, Resource assignment and PM alignment, Project setup in Jira including service codes, SOWs, and ticket assignment, Scheduling internal and external kickoff meetings
Review statements of work and orders to ensure appropriate resource assignment and project setup
Maintain required project documentation and ensure alignment with company standards
Manage ticket and hours tracking for managed service contracts
Audit managed services hours on a weekly and quarterly basis
Review contract hours for billing accuracy and project alignment
Review open managed service tickets to remove blockers and ensure timely updates
Handle escalated managed service tickets and coordinate resolution with engineering teams
Communicate managed service ticket updates to customers as needed
Serve as a communication bridge between project managers, engineers, and clients
Prepare meeting agendas, notes, and action item summaries
Follow up on outstanding communications and action items
Manage multiple calendars and dashboards for internal and customer-facing communications
Work with vendors, clients, and internal teams to coordinate access, track progress, and confirm timely project closeout
Work with Technical Project Managers and the Technical Program Manager to monitor project health
Update project status, customer documentation, and coordinated systems within Jira and other company tools
Assist with identifying risks, delays, or gaps and escalate as appropriate
Provide administrative and operational support to the Project Management Office and Engineering teams
Provide hands-on assistance at headquarters as needed, including: Hardware staging, Managing device inventory
Perform other related duties as assigned