Project Coordinator
About The Position
At Kotman Technology, projects don't just get done — they get delivered. The Project Coordinator is the connective tissue between our clients, our engineering team, and the project manager. You make sure nothing falls through the cracks, every client feels informed, and every project crosses the finish line on time and on scope. This is not a passive role. You are actively driving projects forward — scheduling, communicating, tracking, following up, and removing obstacles before they become problems. If you thrive on organization, love client interaction, and get genuine satisfaction from watching a complex project come together cleanly — this role was built for you.
Requirements
- Exceptional communication skills — written, verbal, and everything in between
- Strong organizational ability — you track multiple moving pieces without dropping any
- Experience with ticketing, scheduling, or project management software (and doing it, too!)
- Comfortable working in a fast-paced environment where priorities shift and urgency is real
- Experience coordinating multiple projects of various size with small execution teams
- Self-directed and proactive — you don't wait to be told something needs attention
- Client-first mindset — you genuinely care about the experience clients have with Kotman
Nice To Haves
- Experience in a managed services, IT, or technology environment
- Familiarity with ConnectWise or similar PSA platforms
- Understanding of IT project types — server deployments, network installations, M365 migrations
- Experience coordinating technical teams or working alongside engineers
Responsibilities
- Own the scheduling of project tickets from initiation through completion — nothing sits unscheduled
- Coordinate engineer availability, client access windows, and vendor timelines to build realistic project schedules
- Ensure hardware and materials are confirmed received before scheduling installation dates
- Maintain up-to-date project status in ConnectWise — every ticket reflects current reality, not yesterday's notes
- Serve as the primary coordination point of contact for clients throughout active projects
- Provide proactive status updates — clients should never have to ask where their project stands
- Respond to client inquiries promptly and professionally — same day, every day
- Manage expectations clearly when timelines shift or scope changes arise
- Review active projects with engineers daily — flag blockers, confirm next steps, keep momentum
- Monitor and action Scheduling Required, Customer Updated, and Past Due tickets to zero every day
- Track Waiting on Vendor/Client holds — follow up proactively so nothing goes stale
- Assist technicians in scoping new projects and translating technical requirements into actionable timelines
- Document new processes as they're developed — if it's worth doing twice, it's worth writing down
- Keep existing process documentation current — outdated docs are as bad as no docs
- Attend 1:1s, Projects L10, and relevant training sessions — show up prepared and engaged
- Pursue relevant certifications and actively grow your technical knowledge of the MSP environment
- Handle inbound client calls with professionalism — triage, document, and route appropriately
- Support the broader coordination team during high-volume periods
- Bring a solutions-first mindset — identify the problem and bring a proposed answer
Stand Out From the Crowd
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
