[Hiring] Project Coordinator @ScalableOS

Role Description

The Project Coordinator is responsible for coordinating and delivering small-to-medium IT projects (e.g., PC/laptop deployments, workstation moves, basic network installs, software rollouts) under the guidance of the PM team. Ensures tasks are scheduled, resources allocated, and stakeholders kept informed. Escalates scope changes or risks to a Project Manager and follows established processes and playbooks to maintain quality and timely delivery.

• Coordinate end-to-end delivery for simpler IT projects: PC deployments, endpoint refreshes, peripheral installs, basic cabling, software rollouts, and small office moves.
• Create and maintain project schedules, task lists, and resource assignments using the company’s project tools (CW Manage, Moovila).
• Gather and document customer requirements, site info, and acceptance criteria; confirm readiness for deployment.
• Prepare work orders, materials lists and equipment inventories; coordinate procurement and staging with operations/warehouse.
• Dispatch and coordinate technicians/third-party vendors (Field Nation); monitor onsite progress and verify completed work against checklists.
• Communicate proactively with customers and internal teams: status updates, change notifications, escalation of issues and risks.
• Conduct pre-installation checks, basic technical validation, and post-installation acceptance testing; document outcomes in ticketing system (CW Manage).
• Maintain accurate project documentation: runbooks, cabling diagrams, asset tagging records, photos and sign-offs.
• Manage simple project financials: track time, expenses, and report on budget variances to the PM.
• Apply standard change control and quality processes; escalate any scope creep, complex technical issues, compliance or safety concerns to a PM.
• Participate in project handoffs to account managers or service delivery for ongoing support.
• Contribute to continuous improvement by identifying process gaps, recurring issues and suggestions for playbook updates.

Qualifications

• 1–3 years’ experience coordinating IT projects or field service operations in an MSP, IT/IS department, or technical services environment.
• Practical, hands-on familiarity with PC hardware, OS installation/imaging (Windows), basic networking (Ethernet, DHCP), and common productivity software.
• Experience with ticketing/PSA systems (e.g., ConnectWise Manage) and basic project scheduling tools (e.g., Microsoft Project, Asana, Smartsheet, Moovila).
• Strong organizational skills, attention to detail, and ability to manage multiple small projects concurrently.
• Excellent written and verbal communication; comfortable interacting with customers and technical staff.
• Able to follow standard operating procedures and escalate appropriately.

Requirements

• Should be willing to accept a long-term work-from-home arrangement.
• Should be amenable to a permanent night shift schedule.
• Should be open for occasional after-hours or weekend work to meet client schedules.

Company Description