Project Coordinator

The Project Coordinator is responsible for planning and delivering multi-site technology projects for dental, medical, and other professional practices. This includes managing client onboarding, coordinating infrastructure upgrades, equipment installations, software and server migrations, and carrier service changes.

This role requires a client-focused, detail-oriented professional with strong organizational and communication skills, as well as a solid understanding of IT concepts. The Project Coordinator works closely with engineers, field technicians, and vendors to ensure projects run smoothly and deliver consistent, positive client experience.

Success in this position means completing complex projects on time and within scope while maintaining professionalism and adaptability in dynamic environments. The ideal candidate is collaborative, proactive, and an excellent communicator who builds trust across teams and represents the company's commitment to reliable, client-centered service.

This position is based in the Eastern Standard Time (EST) zone.

Duties and Responsibilities:

• Manage the full lifecycle of IT projects for clients, including multi-site deployments, migrations, and system upgrades
• Assist in defining project scope and objectives, ensuring alignment with client requirements
• Develop and maintain project plans, including setting milestones, adhering to deadlines, and allocating resources appropriately
• Coordinate engineer schedules and project timelines in alignment with service desk and operational priorities to ensure projects meet scope, timeline, and quality standards
• Coordinate third-party vendors, hardware deliveries, and implementation schedules
• Track and report progress across multiple concurrent projects using tools such as ConnectWise Manage, Smartsheet, and other required platforms
• Prepare and distribute project status reports, meeting notes, and action items
• Serve as a consistent point of contact for clients on project logistics, scheduling, and status updates, and provide regular updates, manage expectations, and proactively resolve issues
• Communicate effectively with internal staff, external clients, and leadership to keep projects aligned with organizational goals
• Delegate tasks to team members or vendors best suited for successful completion
• Identify and mitigate risks and potential liabilities across multiple projects, escalating risks and scope changes appropriately and as needed
• Make informed decisions when presented with multiple options for project progression
• Perform quality control throughout the project lifecycle to maintain client standards
• Adjust schedules and targets as needed to accommodate changes or unforeseen challenges
• Support project financial tracking, including time entry validation, milestone billing, and invoice preparation
• Track project hours against estimates and statements of work (SOWs)
• Assist with change orders, scope adjustments, and project documentation updates
• Identify opportunities to improve project workflows, tools, and communication practices
• Assist in maintaining project consistency across clients and engagements
• Represent the company professionally in all client and team interactions
• Perform other duties as assigned to support project and organizational success

Requirements

• Bachelor's degree in Business, Information Technology, Project Management, or a related field, of or equivalent experience (minimum 2 years in a related field)
• Prior IT and/or Dental industry experience a plus
• 1–3 years of experience in a project coordination, service delivery, or operations role within an MSP, IT services, or technical environment preferred
• Strong organizational skills with the ability to manage multiple client projects simultaneously
• Excellent written and verbal communication skills with a customer-service mindset
• Ability to guide, motivate, and manage project teams effectively
• Strong interpersonal skills to work closely with staff, clients, and vendors
• Proven ability to make timely and informed project-related decisions
• Skilled at identifying challenges and implementing effective solutions
• Ability to prioritize tasks and keep projects on schedule
• Exceptional customer service skills to ensure client satisfaction
• Strong written and verbal communication skills, particularly in project and client management
• Experience using PSA, ticketing, and project management tools (e.g., ConnectWise, Autotask, Jira, Asana, Smartsheet, MS Project, or similar)
• Prior experience working in a Managed Services Provider (MSP) environment, preferred
• Familiarity with common MSP project types (Microsoft 365 migrations, server refreshes, firewall implementations, security projects)
• Understanding of IT service delivery concepts, SLAs, and SOWs

Benefits

• Health care benefits (medical, dental, and vision)
• Paid time off (and public holidays)
• 401(k) retirement plan
• Life insurance
• Hybrid or remote work environment