[Hiring] IT Project Coordinator @Inbay Uptime Limited

Role Description

We are looking for an IT Project Coordinator to own the coordination of our client-facing project work:

• Hardware refreshes
• Microsoft 365 migrations
• Network and firewall deployments
• Office moves
• New client onboarding
• Security rollouts

This role sits at the center of our engineers, our account managers, and our clients, and it is the reason projects finish on time, on budget, and with the client knowing exactly what happened and when.

What You'll Do:

• Coordinate and drive projects from kickoff to close.
• Build and maintain project plans, schedules, and task lists in our PSA (ConnectWise) for multiple concurrent client projects.
• Schedule engineering resources, confirm availability, and resolve scheduling conflicts across the project and service teams.
• Run internal kickoff, status, and closeout meetings; capture action items and follow them to completion.
• Confirm that scope, deliverables, and acceptance criteria are documented and agreed to before work begins, and manage change requests when scope shifts.
• Be the client's point of contact.
• Communicate project status, milestones, risks, and schedule changes to clients clearly and proactively.
• Act as the liaison between end users, client stakeholders, and our engineers; translate technical detail into plain language and business needs into technical requirements.
• Coordinate client-side dependencies (site access, user availability, vendor deliveries, ISP circuits, licensing).
• Keep the numbers honest:
• Track budgeted vs. actual hours, product delivery, and billing milestones; flag overruns early.
• Report on project team utilization and backlog to leadership on a regular cadence.
• Prepare project status reports and post-project summaries.
• Support the procurement and documentation side:
• Coordinate quotes, orders, and equipment tracking with our distribution partners.
• Ensure project documentation, configurations, and handoff notes are completed in our documentation platform before a project closes to the service desk.
• Help refine our project templates, checklists, and quality assurance steps so every project gets a little smoother than the last.

Company Description