IT Project Coordinator

3 weeks ago

Fredericksburg, United States Yount Hyde & Barbour PC Full time
Job DescriptionJob DescriptionPosition Summary

The IT Project Coordinator plays a vital role in supporting the successful organization and delivery of both cross-functional and department-specific projects. This role is responsible for coordinating activities, gathering deliverables, and maintaining necessary documentation to ensure project timelines and goals are met. Additionally, the IT Project Coordinator is responsible for assisting various administrative department-specific tasks, including, but not limited to, asset management, vendor relations, invoice processing and tracking, and supporting management reporting activities.

Roles & Responsibilities

Project Coordination & Administration

  • Contribute to the development of project plans by ensuring that tasks are clearly defined and that timelines are realistic.
  • Leverage Project Management tools and resources to assist in planning, organizing, and documenting project tasks and progress.
  • Maintain accurate, current, and accessible project documentation, including project plans, schedules, and budgets.
  • Monitor project progress regularly, tracking milestones, deadlines, and deliverables; escalate issues, delays, or potential risks to the Project Manager.
  • Coordinate meetings with project teams, stakeholders, and other relevant parties.
  • Prepare agendas, record meeting minutes, and distribute them promptly to ensure all parties are informed and aligned.
  • Facilitate clear and consistent communication to ensure all parties are aware of project status and expectations.
  • Prepare reports, presentations, and correspondence as required by the Project Manager or other stakeholders.
  • Monitor IT contracts for general compliance, alignment with acceptable terms and conditions, and expiration dates for contract renewals or terminations.
  • Oversee the tracking of invoices for IT purchases and services, ensuring accuracy and timely payments; collaborate with Finance team to resolve any invoicing issues that arise.
  • Collaborate with the IT Team to support administrative tasks, including scheduling, documentation, and communication.
  • Assist with development and maintenance of an IT dashboard that reflects a variety of IT functions and metrics.
  • Prepare monthly reports on IT activities and performance that are not covered by the dashboard, providing insights to management.

Asset & Vendor Coordination

  • Coordinate the acquisition and disposal of IT assets as needed. Ensure that new assets are properly integrated into the asset management system and that retired assets are disposed of in accordance with company policies.
  • Assist in the management and tracking of IT assets, including hardware, software, and other resources.
  • Maintaining an organized and up-to-date asset database with accurate information to reflect changes in ownership, location, or status.
  • Conduct periodic audits of IT assets to verify their condition and escalate discrepancies as needed.
  • Establish and maintain strong relationships with key IT vendors to ensure smooth collaboration.
  • Maintain clear communication with vendors to ensure that expectations are met and that any problems are addressed promptly.
  • Assist in monitoring vendors throughout the vendor lifecycle, from selection and onboarding to ongoing relationship management.
  • Assist in the vendor procurement and selection process by obtaining quotes and comparing options that best meet business needs.

Education, Experience, & Other Requirements

  • Bachelor’s degree in Business Administration or Management, or related field.
  • Experience in Project Coordinator or project support role.
  • Experience with current versions of Windows and Microsoft Office Suite.
  • Experience with project management software.
  • Commitment and dedication to integrity, teamwork, innovation, and service.
  • Effective verbal and written communication skills.
  • Ability to travel to YHB offices, client locations, and/or training.

This description reflects the core activities of the role but is not intended to be all-inclusive and other duties within the group/department may be required in addition to changes in the emphasis of duties as required from time to time.

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