Braintrust
Website:
usebraintrust.com
Job details:
Position Summary
The Project Coordinator is responsible for supporting the successful planning, execution, and delivery of customer and internal projects. This role serves as a central coordination point among program managers, customers, vendors, internal technical teams, and logistics providers to ensure projects are completed on time, within budget, and according to defined requirements.
The Project Coordinator maintains project schedules, tracks deliverables, monitors project milestones, coordinates vendor activities, manages shipping and delivery logistics, and provides consistent project communications to stakeholders. This position plays a critical role in reducing project delays and ensuring operational excellence throughout the project lifecycle. The role supports multiple concurrent projects in a fast-paced technology and services environment.
Key Responsibilities
Project Coordination & Administration
- Support Project Managers with the planning, coordination, and execution of multiple projects simultaneously.
- Create and maintain project schedules, project plans, task trackers, and milestone reports.
- Monitor project activities to ensure timelines and deliverables remain on track.
- Coordinate meetings, status reviews, kickoff sessions, and project communications.
- Maintain accurate project documentation, action items, meeting minutes, risks, and change requests.
- Track project progress and escalate schedule, resource, or delivery issues when necessary.
Schedule, Budget & Resource Tracking
- Monitor project timelines and assist in maintaining project schedules.
- Support project managers in tracking project budgets, labor hours, and expenses.
- Identify potential schedule conflicts, delays, or budget variances and communicate risks proactively.
- Assist with resource scheduling and coordination across delivery teams.
- Prepare project reporting dashboards and status updates for stakeholders.
Vendor Management & Communications
- Serve as a primary coordination point between vendors, suppliers, distributors, and internal teams.
- Track vendor deliverables, commitments, and project dependencies.
Shipping, Logistics & Delivery Management
- Coordinate equipment shipments and delivery schedules related to project implementations.
- Track purchase orders, shipping status, inventory movements, and delivery confirmations.
- Work with logistics providers and vendors to resolve shipping issues and delays.
- Maintain shipment records and provide regular delivery updates to project stakeholders.
- Verify equipment arrivals, delivery milestones, and readiness for deployment activities.
- Support project closeout activities by confirming all project-related assets have been delivered and documented
Customer & Stakeholder Communication
- Provide timely project communications to customers, vendors, and internal teams.
- Prepare recurring status reports, project updates, and meeting summaries.
- Ensure customer expectations are managed through effective communication and follow-through.
- Coordinate project documentation and approval workflows.
Required Qualifications
- Bachelor's degree in Business, Project Management, Information Technology, Supply Chain, or related field; equivalent experience may be considered.
- 2+ years of experience in project coordination, project administration, operations, logistics, procurement, or related roles.
- Strong organizational and multitasking skills with exceptional attention to detail.
- Experience coordinating multiple tasks and priorities across cross-functional teams.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office Suite, including Excel, Word, Teams, Outlook, and PowerPoint.
- Experience working with project management tools such as Microsoft Project, Smartsheet, Asana, Jira, or similar platforms.
- Ability to work effectively in a remote and offshore environment supporting teams across multiple time zones.
AI-Enabled Expectations
- Utilize AI-enabled productivity tools to improve project documentation, status reporting, meeting summaries, and action-item tracking.
- Leverage data and reporting tools to identify schedule risks, delivery delays, and project trends.
- Apply sound judgment when using AI-generated content and ensure information accuracy and confidentiality.
- Support continuous process automation and workflow optimization initiatives. (Suggested modernization for the role.)
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