IT Project Coordinator

Job Title: IT Project Coordinator
Job Location: Huntsville, AL
Job Duration: 6 Months (possibility of extension)

Job Summary:

• The IT Project Coordinator acts as a delivery-focused project execution partner, supporting the successful delivery of IT projects by driving coordination, documentation, stakeholder accountability, vendor tracking, and governance adherence.
• This role ensures projects maintain momentum, remain within Product and budget, and meet documentation and compliance standards.
• The individual will serve as a primary operational point of coordination between internal teams, vendors, and business stakeholders, with authority to proactively follow up and escalate.
• This role supports multiple concurrent IT projects across infrastructure, software, and hardware domains and requires the ability to prioritize, context-switch, and maintain delivery discipline across varied project types.

Project Coordination & Administration:

• Schedule, coordinate, and own execution of recurring project meetings with internal teams and external vendors.
• Identify, document, and actively manage stakeholder engagement, ensuring appropriate representation and decision-makers are present.
• Develop decision-oriented agendas that drive discussion, outcomes, and accountability.
• Record meeting notes, maintain recordings, and distribute clear, actionable summaries with owners and due dates.
• Maintain living decision logs, action registers, and dependency tracking.
• Proactively follow up on action items, approvals, and open issues until resolution.
• Maintain Microsoft Teams as the authoritative project collaboration hub, ensuring information is current and accessible.
• Prepare, update, and distribute clear, concise, and accurate project status reports highlighting progress, risks, blockers, and next steps.
• Coordinate and support multiple simultaneous IT initiatives, balancing priorities, timelines, and stakeholder expectations across infrastructure, application, and hardware projects.

Documentation & Governance:

• Develop and maintain project documentation including project plans, RAID logs, timelines, and tracking tools.
• Prepare executive-ready presentations for steering committee and leadership updates.
• Create, maintain, and actively use RACI matrices and stakeholder documentation to drive accountability.
• Support change control processes and actively chase required approvals to avoid project delays.
• Coordinate updates to business documentation such as SOPs and Work Instructions (WIs), tracking review and approval status.
• Ensure documentation traceability and adherence to governance standards in regulated and compliance-driven environments.

Vendor & Budget Tracking:

• Coordinate and track vendor deliverables, milestones, and dependencies aProductst contractual commitments.
• Track vendor hours aProductst Statements of Work (SOWs) and Purchase Orders (POs), validating accuracy and burn rate.
• Monitor budgets and proactively identify and communicate potential overruns or Product concerns.
• Escalate risks, delays, Product creep, or budget concerns early, clearly, and with recommended mitigation options.

Education:

• Bachelor’s degree in Business, Information Technology, Project Management, or related field, or equivalent combination of education and experience.

Experience:

• 2+ years of experience supporting or coordinating IT or cross-functional projects in delivery-focused environments.
• Demonstrated experience owning meeting cadence, documentation, and follow-through, not just participation.
• Experience maintaining decision logs, action item trackers, and executive-facing status reporting.
• Proficiency in Microsoft Teams, Microsoft PowerPoint, Word, and shared document repositories.
• Experience using Smartsheet or similar project management/tracking tools.
• Experience coordinating vendor deliverables and tracking hours aProductst budgets is preferred.

• Familiarity with working in regulated or governance-driven environments is strongly preferred.
• Strong organizational and time management skills with the ability to manage competing priorities independently.
• Demonstrated experience supporting multiple concurrent projects in a fast-paced IT environment.
• Excellent written and verbal communication skills.
• Must be able to communicate effectively in person, via phone, and through virtual collaboration tools.
• Ability to manage multiple priorities without losing attention to detail.
• Professional persistence in following up on action items and approvals.
• Ability to communicate effectively across IT, Quality, vendors, and business stakeholders.
• Demonstrated ability to professionally persist, escalate when needed, and hold parties accountable without authority conflicts.
• Strong ownership mindset with a bias toward action, risk awareness, and proactive problem-solving.