Project Coordinator

The project coordinator is responsible for ensuring our projects are planned, organised & delivered effectively. Working with the internal team and our clients you’ll be essential to the successful delivery of projects.

With the internal team you’ll be coordinating engineers to ensure that project tasks are allocated & moving according to the project schedule as well as ensuring the engineers have equipment, resources & time to complete their tasks. You’ll assist in converting statement of work project schedules & will be responsible for internal reporting on project progress & profitability.

With clients you’ll be the face of the project ensuring that they’re kept up to date with progress. You’ll be key in ensuring the client is cared for & will foster strong & trusting relationships with them. Crucially, you’ll ensure that the client experience is nothing short of excellent.

Communication & organisation are the key to mastering this role & so we’re looking for someone with these skills in bucket loads.

Within the wider business you’ll be expected to support sales & administration as needed to ensure that we as an organisation deliver exceptional services to our clients.

The pace within an MSP can be fast with varying demands on your time & so your ability to prioritise & work efficiently will be challenged. No two clients are exactly the same & so you’ll be exposed to different client setups, demands & priorities. Being flexible, reliable, creative & open to challenges is part of the MSP way of life.

Duties & Responsibilities

Project Planning & Coordination

• Assist in creating project plans & schedules.
• Coordinate resources, people, equipment & information.
• Liaise with internal teams to allocate tasks & provide updates on project progress.

Client Communication

• Act as a point of contact for clients, maintaining regular communication to provide updates, address concerns & manage expectations.
• Attend customer meetings.
• Prepare & distribute project reports.

Administration

• Maintain project documentation.
• Process hardware, software & licensing orders.
• Assist in the quoting process.
• Track project performance, ensuring deliverables & milestones are on target.
• Assist in monitoring project profitability, ensuring that projects stay within scope.
• Work with the finance team to ensure timely invoicing & provide support for forecasting.
• Sales & administration support.

Issue Management

• Monitor project risks\issues & manage accordingly.
• Assist in the development of mitigation strategies to address potential issues.

Process Improvement

• Suggest improvements to project processes & contribute to continuous improvement initiatives.
• Conduct post project reviews.

Change Management

• Assist in coordinating project change requests, ensuring adjustments are documented, approved & billed.

Stakeholder Management

• Foster strong relationships with clients, vendors, & internal staff to ensure effective project delivery.
• Work with vendors & sub-contractors as needed.

Person Spec

A motivated, confident professional with a background in administration, co-ordination or project management. We’re not looking for the finished article but a great communicator & organiser. Able to confidently interact with clients & colleagues & build solid relationships will be essential.

Our clients must trust that you have the ability to see a project through to its conclusion & that you’re the go-to person when they have questions or concerns. As such the successful candidate will be organised, have excellent written & verbal communication skills, be empathetic but focussed on outcomes.

While we’re a tech business we don’t expect you to be a techie. We will expect you to be interested in the process, to want to learn & understand our industry & the technology we use.

Within project delivery you’ll be an essential part of the team ensuring projects are successful. Time management skills & the ability to work under your own initiative while adapting to changing demands won’t be a problem for you.

Required Skills & Experience

Education

• Degree in IT, Business Administration, or a related field (or equivalent experience).

Experience

• Minimum of 2 years experience in an administrative, coordination or project management role, preferably within an MSP or IT services environment.

Technical Knowledge

• Experienced user of Microsoft Office applications.

Project Management\Organisation

• Ability to manage multiple tasks simultaneously, prioritising workloads effectively.
• Strong organisational skills & attention to detail.

Communication

• Excellent written & verbal communication skills.
• Engaing with strong interpersonal skills.

Problem-Solving

• Ability to identify risks, issues and manage appropriately.
• Proactive in resolving problems

Desirable Skills\Experience

Previous experience in a client-facing role within the IT industry.

Working with Project Management methodology such as Prince2.

Experience or understanding of IT project management processes, including network deployments, hardware rollouts, & cloud migrations.

Experience using a project management\planning tool.

Experience with budgeting & financial tracking in projects.

Personal Characteristics

Humbly confident: You know you’re good but not overconfident

Credible: People believe & trust in you

Easy to communicate with: A listener that can talk rather than a slick talker

Flexibility: In MSP life sometimes you just need to drop what you’re doing & muck in

Adaptable: Able to work in a fast-paced environment, adjusting priorities when necessary

Team Player: Ability to work collaboratively towards a shared goal

Proactive & Resourceful: Takes initiative & shows a solution-oriented mindset when facing challenges

Client-Centric: A commitment to maintaining high levels of client satisfaction