Senior Project Coordinator
CaterTrax•Rochester, NY
•Hybrid
About The Position
Reporting to the Manager, Implementation Projects, the Senior Project Coordinator provides project coordination and support to the Project Management team. This position partners closely with a Project Manager, Solutions Consultant or Manager to support enterprise projects through the full lifecycle, ensuring project artifacts, communications, and follow-through meet CaterTrax standards for accuracy, timeliness, and quality. This is a hybrid position located in Rochester, NY.
Requirements
- Bachelor’s degree in business administration, project management, or a related field (or equivalent experience).
- Active CAPM certification is required at time of hire.
- Minimum 3-5 years of experience in project coordination or project management support.
- Experience supporting SaaS or technology implementations preferred.
- Experience working within structured project management methodologies preferred.
- Agile/Scrum certification or demonstrated Agile experience
- Exceptional attention to detail with a demonstrated ability to produce highly accurate work.
- Quick learner who can rapidly understand project context, tools, and processes.
- Strong organizational and multitasking skills in a fast-paced, deadline-driven environment.
- Solid analytical and problem-solving capabilities.
- Ability to work independently while taking direction from a Project Manager.
- Strong written and verbal communication skills with internal teams and clients.
- Ability to identify and drive continuous improvement or process improvements
- AI Knowledge and experience with AI Tooling to support project management, automating workflows and prompt engineering.
- Advanced Microsoft Excel skills, including formulas, VLOOKUP/XLOOKUP, data validation, and pivot tables.
- Intermediate knowledge of project management tools such as Microsoft Project or Smartsheet.
- Proficient Outlook skills (email, calendaring, meeting coordination, task management).
- Proficient Microsoft Word skills for professional documentation.
- Comfort working across multiple internal systems and tools.
Responsibilities
- Support project(s) lifecycle from Requirements Gathering / Solution Design through Implementation and Project Close.
- Coordinates internal resources and third parties/vendors for the successful execution of project implementation.
- Gather data as project work is executed and create, maintain, and organize comprehensive project documentation.
- Track project timelines, milestones, and action items; proactively flag risks, gaps, or roadblocks.
- Prepare and distribute project communications, meeting agendas, and summaries as directed.
- Schedule and coordinate internal and client-facing meetings (as requested).
- Support user acceptance activities by coordinating logistics, documentation, and follow-ups.
- Works with individuals internal and external to the organization, including executive stakeholders and departmental vice presidents to ensure partner/client satisfaction with project deliverables.
- Assist with post-launch activities, including feedback collection and documentation closeout.
- Ensure project artifacts are accurate, complete, and stored according to team standards.
- Follow established project management templates, tools, and workflows.
- Performs other duties as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
Upload and Match Resume
What This Job Offers
Job Type
Full-time
Career Level
Senior
