Project Coordinator

Colibri Group

6d

About The Position

The Project Coordinator plays a critical role in driving the successful delivery of content production initiatives. This role ensures projects are clearly scoped, aligned to requirements, and executed on time through strong coordination, structured workflows, and proactive risk management.
You’ll partner closely with Content Strategists, Talent & Resource Management, and cross-functional production teams to define milestones, enforce stage gates, and maintain clear, accurate project documentation. Acting as the connective tissue across teams, you will keep work moving efficiently, surface risks early, and ensure nothing falls through the cracks.
This role also owns the integrity of project tracking systems, ensuring platforms like Monday.com serve as a reliable, real-time source of truth for all projects in flight.

Requirements

• Associate’s degree (or equivalent experience) in Business, Communications, Project Management, Education, Instructional Design, Healthcare Administration, or a related field
• 2+ years of experience coordinating or supporting projects with multiple stakeholders, deadlines, and dependencies (content production, learning, publishing, or similar environments preferred)
• Strong organizational skills with the ability to manage multiple projects simultaneously without losing attention to detail
• Experience using project management tools to track schedules, progress, and deliverables (Monday.com strongly preferred)
• Working knowledge of core project management practices, including milestone planning, dependency management, scope tracking, and risk/status reporting
• Strong communication skills, with the ability to clearly document decisions, align stakeholders, and escalate risks early
• Experience coordinating with external vendors or contractors and tracking deliverables against defined expectations
• Comfort using AI tools to support coordination tasks (e.g., status summaries, risk identification, variance tracking) while maintaining accuracy and sound judgment

Nice To Haves

• Experience supporting professional education, continuing education, test prep, or regulated content development (healthcare experience strongly preferred)
• Familiarity with content development workflows (e.g., SME engagement, editorial review, instructional design, QA, compliance/regulatory review)
• Project management certification or formal training (CAPM, PMP coursework, or equivalent)
• Experience tracking budgets tied to SOWs and identifying cost or schedule risks early

Responsibilities

• Partner with Content Strategists to intake project requirements and ensure clarity, completeness, and alignment before kickoff
• Define and document deliverables, assumptions, dependencies, and acceptance criteria
• Ensure timelines, scope, and expectations are clearly captured and visible to all stakeholders
• Collaborate with the Talent & Resource Manager to identify needed roles, secure resources, and coordinate onboarding or contracting steps
• Support SOW development by ensuring deliverables, timelines, and key inputs are clearly defined and trackable
• Maintain visibility into resourcing plans, assignments, and coverage needs
• Build and manage detailed project plans with clear milestones, owners, and deadlines
• Enforce stage gates to ensure work progresses in a structured, predictable way
• Orchestrate handoffs across teams to ensure seamless transitions and efficient execution
• Reinforce accountability for timelines, deliverables, and quality throughout the project lifecycle
• Ensure adherence to content maintenance and release schedules
• Maintain accurate, real-time project tracking in Monday.com, including status updates, risks, and next steps
• Proactively identify and escalate blockers, scope changes, and timeline risks, with recommended mitigation plans
• Leverage AI-enabled workflows to track progress against SOWs, identify variances early, and support recovery planning
• Maintain accurate and complete project records across project management and content systems
• Ensure consistent use of templates, naming conventions, and documentation standards
• Identify recurring bottlenecks and contribute to continuous process improvement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees