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