Project Coordinator

The Project Coordinator supports a Senior Project Manager on IT infrastructure initiatives for construction and renovation projects, such as multi-floor facility upgrades. The role begins with administrative and coordination responsibilities and gradually expands to include deeper involvement in project processes. It is well-suited for candidates with 6 months to 3 years of project coordination or related experience, particularly those from administrative, communications, or IT backgrounds who want to grow in IT infrastructure project coordination.

• Support a Senior Project Manager in planning and executing large-scale IT infrastructure projects, including multi-floor upgrades and construction or renovation initiatives.
• Coordinate and schedule project meetings, including preparing agendas, organizing participants, and ensuring appropriate resources and materials are available.
• Document meeting notes, decisions, action items, and follow-ups, and distribute them to stakeholders in a timely manner.
• Manage ordering and procurement processes for equipment and materials, including creating and tracking purchase orders and maintaining accurate records.
• Maintain and update project documentation, including project plans, schedules, reports, and other project artifacts.
• Assist with project scheduling and project planning activities, ensuring timelines, milestones, and dependencies are clearly documented and communicated.
• Coordinate site surveys and on-site activities with various IT teams and stakeholders, ensuring logistics and timing align with project needs.
• Perform basic cost analysis and support budgeting activities by tracking expenses and understanding cost structures, even if not directly responsible for building full budgets.
• Act as a liaison between real estate teams and project management, ensuring clear communication and alignment on project requirements and timelines.
• Prepare and maintain reports using Microsoft Excel and other Microsoft Office tools to track project status, issues, and progress.
• Ensure timely communication and follow-up on project deliverables under the guidance and supervision of the Senior Project Manager.
• Support multiple concurrent projects by prioritizing tasks, managing time effectively, and escalating issues or risks when needed.
• Contribute to continuous improvement of project coordination processes by identifying opportunities to streamline documentation, scheduling, and communication.

• 6 months to 3 years (up to 5 years) of experience in project coordination or a similar role, ideally in environments involving IT, construction, or facilities projects.
• Demonstrated experience performing administrative or coordination tasks such as documentation, running meetings, creating or processing purchase orders, and supporting budgeting activities.
• Proficiency in Microsoft Office Suite, including Microsoft Excel for reporting, documentation, and tracking project information.
• Experience scheduling and coordinating meetings, including recurring project meetings and cross-functional sessions.
• Experience supporting project scheduling and project planning activities, including maintaining project timelines and plans.
• Ability to prepare and maintain project documentation, including meeting minutes, status reports, and project plans.
• Experience with procurement processes, including equipment ordering and purchase order management.
• Strong organizational skills with the ability to manage multiple tasks, deadlines, and stakeholders simultaneously.
• Strong written and verbal communication skills, with the ability to clearly document and convey information to diverse stakeholders.
• Basic understanding of IT infrastructure concepts sufficient to coordinate with technical teams and understand project context.
• Ability to work effectively in a hybrid environment and travel to project sites across Suffolk County as needed.
• Ability to act as a liaison between multiple teams, ensuring accurate and timely flow of information.
• Attention to detail and accuracy in documentation, record-keeping, and cost tracking.

• Background in administrative, communications, or IT roles that involved coordination, documentation, or stakeholder support.
• Experience coordinating large-scale projects or site surveys involving multiple IT teams or departments.
• Familiarity with project coordination or project management practices, including basic knowledge of project plans and schedules.
• Experience with cost analysis or supporting budgeting activities, even if not responsible for bu