IT Project Coordinator

Vilogics - Naples, FL

Full-time

Naples, FL

Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services

About the position

This Position for IT Project Coordinator is in a customer-facing role, overseeing and managing IT projects directly impacting the client or customer. This role involves coordinating various aspects of the project, ensuring customer requirements are met, and facilitating communication between the customer, the internal IT team, and other stakeholders. The IT Project Coordinator (Customer Focused) plays a pivotal role in managing and coordinating IT projects that directly interact with our customers. This role is crucial in ensuring that projects are delivered on time, within scope, and to the customer's satisfaction. The coordinator serves as the primary point of contact for the customer throughout the project lifecycle and works closely with internal teams to ensure that customer needs and expectations are not just met, but exceeded. Key Responsibilities include Project Planning and Coordination, where the coordinator collaborates with customers to understand their IT needs and project requirements. They develop detailed project plans, including timelines, milestones, and resource allocation, in consultation with the customer and internal teams. The coordinator also coordinates with internal IT teams, vendors, and other stakeholders to ensure project tasks are completed on time and within scope. In terms of Customer Communication and Relationship Management, the coordinator serves as the main point of contact for the customer throughout the project lifecycle, providing regular project updates, addressing customer concerns, and ensuring a high level of customer satisfaction. Project Execution and Monitoring involves tracking project progress against the project plan, identifying and addressing any deviations from the schedule, and ensuring that project deliverables meet the customer's specifications and quality standards. The coordinator is also responsible for maintaining comprehensive project documentation, preparing and presenting project reports, and managing the project budget, tracking expenses, and ensuring that the project remains within budget. Quality Assurance is another critical aspect, ensuring that all project deliverables meet the required quality standards before they are presented to the customer. Stakeholder Management is essential, as the coordinator identifies and engages with all project stakeholders, facilitating communication between the customer, internal teams, and external vendors. They also coordinate training sessions for customers on new IT systems or solutions implemented during the project and provide ongoing support to customers post-implementation. Change Management involves managing changes to project scope, schedule, and resources in a controlled manner, ensuring minimal disruption to the customer. Finally, the coordinator conducts post-project evaluations with the customer and internal teams to assess project success and identify areas for improvement, documenting lessons learned and best practices to inform future projects.

Responsibilities

• Collaborate with customers to understand their IT needs and project requirements.
• Develop detailed project plans, including timelines, milestones, and resource allocation, in consultation with the customer and internal teams.
• Coordinate with internal IT teams, vendors, and other stakeholders to ensure project tasks are completed on time and within scope.
• Serve as the main point of contact for the customer throughout the project lifecycle.
• Provide regular project updates to the customer, including progress reports, risk assessments, and any issues that may arise.
• Address customer concerns and queries promptly and effectively, ensuring a high level of customer satisfaction.
• Track project progress against the project plan, identifying and addressing any deviations from the schedule.
• Coordinate with IT teams to ensure that project deliverables meet the customer's specifications and quality standards.
• Monitor and manage project risks, escalating issues to senior management as necessary.
• Maintain comprehensive project documentation, including meeting minutes, project plans, and status reports.
• Prepare and present project reports to both the customer and internal stakeholders.
• Document any changes to the project scope, schedule, or budget and obtain necessary approvals.
• Assist in managing the project budget, tracking expenses, and ensuring that the project remains within budget.
• Coordinate the allocation of resources, including personnel, equipment, and software, to ensure project success.
• Ensure that all project deliverables meet the required quality standards before they are presented to the customer.
• Coordinate testing and validation activities with the IT team and the customer.
• Identify and engage with all project stakeholders, ensuring that their needs and expectations are considered.
• Facilitate communication between the customer, internal teams, and external vendors.
• Manage stakeholder expectations throughout the project and ensure alignment with project goals.
• Coordinate training sessions for customers on new IT systems or solutions implemented during the project.
• Provide ongoing support to customers post-implementation, ensuring a smooth transition and adoption of new systems.
• Manage changes to project scope, schedule, and resources in a controlled manner, ensuring minimal disruption to the customer.
• Conduct post-project evaluations with the customer and internal teams to assess project success and identify areas for improvement.

Requirements

• Bachelor's degree in Information Technology, Computer Science, Business Administration, or a related field.
• 3-5 years of experience in IT project coordination or management, preferably in a customer-facing role.
• Strong project management skills, including the ability to manage multiple projects simultaneously.
• Excellent communication and interpersonal skills, with the ability to build strong relationships with customers and internal teams.
• Proficiency in project management software (e.g., MS Project, JIRA, Trello) and Microsoft Office Suite.
• Knowledge of IT systems, software development lifecycle (SDLC), and IT service management (ITSM).
• Strong problem-solving skills and the ability to work under pressure.
• Project Management Professional (PMP) or Certified ScrumMaster (CSM) certification is a plus.
• High level of organization and attention to detail.
• Customer-focused mindset with a commitment to delivering high-quality service.
• Ability to work independently and as part of a team.
• Flexibility and adaptability to changing project requirements and customer needs.

Nice-to-haves

• Project Management Professional (PMP) certification
• Certified ScrumMaster (CSM) certification