Project Coordinator (Hybrid Setup)

Prime System Solutions · Quezon City

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The Project Coordinator is responsible for coordinating new IT infrastructure projects from the point of sale through preparation for Project Manager handoff. This is a client-facing role where you will be the customer's primary point of contact after the sale, while coordinating with engineers, procurement, warehouse, shipping, and internal teams to keep projects moving. The role focuses primarily on IT infrastructure deployments, including servers, switches, wireless access points, and workstation deployments. This is not a software development role.

In simple terms: Set up the project, coordinate the people and resources, keep the customer informed, and resolve issues before they become project blockers.

KEY RESPONSIBILITIES

• Pick up newly created projects from the regional project board and take action within the required SLA.
• Set up projects in ConnectWise Manage, including importing project scope through ScopeStack, reviewing quotes and service tickets, and breaking the project into phases, tasks, and estimated hours.
• Review the customer's signed scope and conduct the project kickoff communication.
• Serve as the primary point of contact for customers during the pre-project and coordination stage.
• Clarify and resolve scope discrepancies or customer questions regarding the services they purchased.
• Coordinate and assign engineers based on their availability, technical expertise, and project requirements.
• Coordinate with procurement to order required hardware and track orders through delivery.
• Monitor hardware ETAs and provide customers with realistic project start dates.
• Coordinate with shipping, warehouse, procurement, and technical teams to resolve delays and other project issues.
• Maintain and manage the project backlog and ensure projects remain on track for their planned start dates.
• Prepare projects for handoff to the Project Manager approximately four weeks before the scheduled start date.
• Coordinate small workstation deployment projects from planning through completion, including working directly with the customer to arrange workstation setup.
• Track project progress, issues, dependencies, and outstanding actions to ensure timely completion.
• Maintain clear and accurate project documentation, updates, and communication throughout the coordination process.

Project Volume

The coordinator is expected to set up approximately 10–12 new projects per week, or around 40 projects per month, for an assigned region.

The role requires the ability to manage multiple active projects, priorities, and stakeholders simultaneously while meeting established SLAs.

Required Skills and Competencies

Project Coordination

• Experience coordinating IT projects, infrastructure deployments, or technical implementations.
• Ability to manage multiple projects simultaneously and prioritize competing deadlines.
• Strong organizational skills and attention to detail.
• Ability to track timelines, deliverables, dependencies, and outstanding actions.

IT Infrastructure Knowledge

Candidates should have experience or exposure to IT infrastructure projects involving areas such as:

• Servers
• Network switches
• Wireless access points
• Workstations and workstation deployments
• Hardware installations and deployments
• Network or infrastructure implementations

Experience coordinating infrastructure projects within an MSP or IT services environment is highly preferred.

Client & Stakeholder Management

• Strong written and verbal communication skills.
• Comfortable communicating directly with external customers.
• Ability to communicate project scope, timelines, requirements, delays, and next steps clearly.
• Able to coordinate effectively with engineers, procurement, warehouse, shipping, Project Managers, and other internal teams.

Problem Solving & Ownership

• Takes ownership of project issues rather than simply escalating them.
• Able to investigate delays, scope discrepancies, shipping issues, and resource constraints.
• Comfortable following up with multiple teams until an issue reaches resolution.
• Able to remain organized and productive when priorities change.

Procurement & Scheduling

• Experience coordinating hardware procurement or tracking hardware orders is strongly preferred.
• Ability to monitor hardware availability and delivery timelines.
• Comfortable coordinating engineer schedules based on availability, skills, and project requirements.

Adaptability

Adaptability is particularly important in this role. Processes and workflows may change frequently, including changes that can happen with little notice.

The successful candidate should be comfortable learning new processes, adjusting quickly, and maintaining productivity during periods of change.

Tools

The following tools are used regularly:

• ConnectWise Manage
• ConnectWise Dispatch
• ScopeStack
• Project management and ticketing systems

Experience with ConnectWise or ScopeStack is a plus but not required, as training will be provided.

Basic exposure to Power BI is helpful but is not a primary hiring requirement.

Requirements

• Experience as a Project Coordinator, Project Administrator, IT Project Coordinator, or similar role.
• Experience coordinating IT infrastructure or technology deployment projects.
• Experience working with external customers or clients.
• Experience working with technical teams, particularly network, systems, infrastructure, or field engineers.
• Experience managing multiple projects simultaneously.
• Experience with hardware procurement, order tracking, or deployment coordination is strongly preferred.
• Experience working in an MSP, IT services, or technology environment is preferred.
• Experience with a PSA, ticketing, or project management platform is preferred.
• Bachelor's degree in IT, Business, Project Management, or a related field is preferred but may be substituted by relevant professional experience.

Performance Expectations

Success in this role will be measured primarily by:

• Number of projects successfully coordinated.
• Compliance with project and communication SLAs.
• Timely setup and processing of new projects.
• Accuracy of project scope and documentation.
• Effective coordination of engineers and resources.
• Timely hardware procurement and delivery tracking.
• Customer communication and satisfaction.
• Ability to identify and resolve issues before project handoff.
• Successful transition of projects to the Project Manager.

Benefits

🏢 Hybrid Work Setup

💰 Night Differential

🏥 HMO Coverage

📜 SSS, PhilHealth, Pag-IBIG & 13th Month Pay

🎓 Certification Opportunities

🌎 International Client Exposure

📚 Continuous Learning & Technical Growth

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