WHAT DOES AN IT PROJECT COORDINATOR DO?

Updated: July 12, 2025 - The IT Project Coordinator supports the planning and execution of program activities, ensuring policy compliance, budget tracking, and effective communication with internal teams and external stakeholders. This role facilitates testing processes, manages meeting logistics, maintains documentation, and supports the proper use of technology across project operations. The coordinator also promotes an agile mindset, contributes to program development, and provides tactical support through reporting, coordination, and training initiatives.

A Review of Professional Skills and Functions for Information Technology Project Coordinator

1. IT Project Coordinator Duties

  • Project Planning: Plans, schedules, and ensures the timely completion of projects related to internal information systems
  • Plan Maintenance: Maintains project plans, ensuring that project steps are in alignment with business objectives, are on time, and within budget
  • Progress Tracking: Tracks routine updates for all projects and initiatives
  • Measure Preparation: Prepare project measures and benefits statements
  • Issue Investigation: Investigate reporting and process discrepancies and provide solutions
  • Data Consolidation: Consolidates multiple spreadsheets into an online documentation tool
  • Budget Analysis: Analyzes monthly budget, leases, and other charges
  • Invoice Monitoring: Monitors invoices, bills, and vendor consolidations
  • System Support: Assists with upgrades, deployments and support
  • Data Analysis: Identify trends, relationships, and opportunities to improve processes through data analysis

2. IT Project Coordinator Details

  • Project Planning: Develop detailed project plans and track progress throughout various stages of the project lifecycle
  • Schedule Management: Perform project scheduling, updating customers and staff on project status, and collecting project feedback
  • Scope Control: Ensure on-time delivery, within scope and budget
  • Performance Reporting: Measure project performance, report and escalate to management
  • Risk Management: Perform risk management to minimize project risks
  • Documentation Maintenance: Create and maintain project documentation, along with distributing regular status updates
  • Order Tracking: Perform tracking of the order status of items ordered from vendors and report expected arrival to the project delivery team
  • Item Receiving: Receive items that have been ordered and attach the pick ticket, service request and stage equipment for processing by the project delivery team
  • Communication Management: Maintain contact with staff members, customers and outside vendor partners via video call, chat, phone, text, email, and/or other methods of communication
  • Problem Solving: Identify and solve problems resulting from missed expectations, communication breakdowns, product unavailable, or other reasons
  • Change Control: Create change orders for work that falls outside of scope and get customer written approval
  • RMA Processing: Process and track RMAs for project-related products
  • Project Transition: Ensure quality transition of all completed projects to the support organization
  • Leadership Skills: Maintain professional, human relations, leadership, and business management skills
  • Client Relationship: Maintain excellent rapport and strong business relationships with all teammates and clients
  • Workspace Maintenance: Maintain the cleanliness and orderliness of the assigned work area
  • Product Knowledge: Thoroughly understand all products and services provided by Providence Consulting
  • Policy Compliance: Adhere to all Providence policies and procedures

3. IT Project Coordinator Responsibilities

  • Team Collaboration: Work with awesome people in a friendly environment
  • Needs Analysis: Talk to people to find out and understand what the business needs and goals are
  • Requirement Shaping: Use skills and knowledge to shape what the business needs into concrete requirements
  • Product Research: Research the market and various products to find the one that fits best and brings the most value
  • Implementation Support: Collaborate with various teams to coordinate purchasing, implementation and support
  • Solution Communication: Effectively communicate designs and solutions in multiple forums and to various audiences including technology and business executives
  • Knowledge Sharing: Share knowledge and collaborate closely with other engineers in and outside the team

4. IT Project Coordinator Job Summary

  • Policy Compliance: Execute project activities within the bounds of company IT policies, procedures, and standards are following
  • Progress Tracking: Assist with tracking project status and progress against task completion
  • Tool Utilization: Use project management tools to track, monitor, and report project status, working hours and budget
  • Task Assistance: Helps the team with all project-related tasks such as equipment and facility needs
  • Meeting Coordination: Schedule meetings, document meeting minutes, and assist with follow-up items
  • Process Maintenance: Help the team maintain standardized processes, procedures, tools, documentation/artifacts, training, and reporting functions related to current projects
  • Trend Awareness: Consistently retools and enhances current knowledge with updated business, industry, and technology trends

5. Information Technology Project Coordinator Accountabilities

  • Financial Management: Manage key financial and vendor processes for the Payments and DBPX
  • Cross-Functional Coordination: Work in conjunction with business leaders and points of contact within Finance, Procurement, Legal and other groups to ensure all processes are followed and all information is accurate
  • Contract Development: Work in conjunction with the C1 Procurement function to secure contracts and develop SoWs (statement of work) for vendors and contracts associated with Payments and DPBX
  • Staff Administration: Administer the requirements of third-party staff working on Central 1 deliverables including all onboarding and offboarding processes
  • FTE Tracking: Work in conjunction with Finance and business leaders to accurately track FTE
  • Cost Allocation: Ensure correct assignment to cost centres and financial costs including ongoing tracking as people move between work streams
  • Contract Management: Represent P&DBPX and work directly with Legal and Procurement to establish a basis of contract management on Salesforce and ensure accuracy of all contracts
  • Dashboard Management: Manage existing dashboards to share information (such as key requirements in contracts) and create new ones
  • Vendor Negotiation: Negotiate vendor contracts and pricing on behalf of the business
  • Cost Optimization: Identify and realize external cost savings
  • Purchase Processing: Issue purchase orders, approve vendor invoices, etc.
  • Business Case Support: Assist with new business cases and ensure consistency across business cases in terms of methodology and underlying assumptions
  • Financial Reporting: Provide monthly financial reporting to management (AVPs, product managers, etc.) and meet with them directly to review
  • Process Improvement: Lead process improvement initiatives including creating process maps of current and future states

6. IT Project Coordinator Functions

  • Project Analysis: Conduct preliminary project analysis and assessment on new project requests
  • Lifecycle Management: Manage the entire project life cycle to meet business goals
  • Feasibility Study: Conduct feasibility studies of high-priority projects and evaluate alternate implementations of services and systems, including business justification and risk assessment
  • Team Coordination: Coordinate with the Project Management team on various aspects of projects
  • Process Maintenance: Work with the supervisor to prepare and maintain processes and procedures that are used by the Project Management Office and other IT team members who act in the capacity of a Project Manager
  • Status Communication: Prepare presentations and related charts and provide timely communications to management and other key members on project status
  • Priority Planning: Work closely with the various user departments to identify and select project priorities, create plans, define, document and implement projects
  • Systems Integration: Work closely with various IT and business units to coordinate information systems development plans and provide support with systems integration
  • Global Support: Work various hours and/or extended hours to support a global workforce

7. IT Project Coordinator Job Description

  • Governance Support: Support the PMO Manager with input into the Central PMO’s governance and reporting processes to track key activities, plans, budgets, issues and risks across the portfolio’s projects
  • Data Accuracy: Work with the Programme Management team to ensure reporting updates are made promptly and ensure accuracy of the data
  • Report Reconciliation: Identify any conflicting or out-of-date reporting across the data repositories and work with PMs to resolve
  • Update Coordination: Coordinate and collate updates/papers for monthly reporting to governance forums
  • Roadmap Maintenance: Support the PMO Manager in the maintenance of the portfolio roadmap and associated dependencies
  • Meeting Secretariat: Provide a secretariat function for the relevant portfolio meetings and boards, capturing actions/decisions
  • Portfolio Reporting: Provide a reporting service to the portfolio, collate base data and generate reports to multiple audiences through aggregated data
  • Finance Reporting: Distribution of monthly finance reports, and assist in preparing financial journals
  • Timesheet Management: Maintain the timesheet tool data (people and project allocations), distribute monthly data and bookings for review across IT Ops
  • Process Improvement: Assist with embedding improved QA practices and process enhancements
  • Standards Promotion: Play a proactive role in the promotion of project management methods and standards, and support the implementation of good project management practices
  • Request Review: Review all new requests for suitability within Demand and Delivery, sense check information provided and work with stakeholders to resolve any queries
  • Guidance Provision: Provide advice and guidance on the D&D process to wider business/users
  • Meeting Coordination: Meeting support for regular D&D meetings, ensuring correct stakeholder attendance
  • Order Processing: Raising orders for equipment with vendors
  • Data Extraction: Weekly data extracts to support MI pack creation

8. IT Project Coordinator Overview

  • Project Coordination: Considered a fully qualified project coordinator
  • Guideline Compliance: Works within established guidelines
  • Data Maintenance: Research, document and maintain core project data
  • Report Assistance: Assist the Project Manager with project reporting and documentation requirements
  • Activity Planning: Plan and coordinate project activities for timely completion
  • Team Collaboration: Collaborate with IS technical resources and IS SME’s to assign appropriate activities, negotiate schedules and complete documentation
  • Change Management: Manage IS Change Management and data tracking requirements for the project
  • Stakeholder Communication: Act as the point of contact and communicate with the appropriate work stream participants
  • Meeting Coordination: Attend and/or lead project meetings and follow up with outstanding tasks
  • Impact Communication: Work with the Project Manager and IS Communications regarding any business-wide impact activities

9. IT Project Coordinator Details and Accountabilities

  • Progress Tracking: Tracking and reporting on project progress across the IT Infrastructure department
  • Resource Planning: Assist in resourcing planning and target dates for project delivery
  • Status Communication: Informing IT management of project progress
  • Team Coordination: Working with IT Infrastructure teams to collate and organise efforts
  • Vendor Liaison: Liaise with 3rd parties to update tracking information
  • Schedule Monitoring: Help the IT PMO ensure all ongoing projects are on schedule
  • Plan Management: Ensure project plans are on track
  • Admin Support: Provide administrative support and project documentation
  • Financial Management: Manage project financials and prepare management reports
  • Risk Monitoring: Monitor and report project risks and issues

10. Information Technology Project Coordinator Tasks

  • Schedule Support: Provide support in scheduling, collaborating, communicating, and executing arrangements
  • Presentation Delivery: Plan, create, and deliver presentation material for customers, utilizing multiple platforms
  • Chart Preparation: Prepare, create, and deliver monthly charts for organization/postings, reports, memos, and miscellaneous project documentation
  • Action Planning: Strategize how to break down projects into doable actions, set timeframes, and deliver actions to customers in a timely fashion
  • Meeting Coordination: Coordinate and attend meetings
  • Information Distribution: Distribute action items and meeting information back to team members
  • Vendor Communication: Share the requested information between vendors and internal customers
  • Client Support: Ensure clients' needs are met as projects evolve

11. IT Project Coordinator Roles

  • Primary Contact: Serve as the primary contact for each project, working with project teams, coordinating communication
  • Activity Coordination: Coordinate project development activities, resources and information
  • Requirement Analysis: Liaise with stakeholders to identify and define requirements, scope and objectives in collaboration with the COG IT Team
  • Task Assignment: Assign tasks to internal IT teams and assist with schedule management
  • Risk Analysis: Analyze risks and opportunities
  • Progress Monitoring: Monitor and report on project progress and handle any issues that arise
  • Status Communication: Communicate project status to stakeholders and the IT team
  • Quality Assurance: Ensure standards and requirements are met through quality assurance tests in collaboration with Software Quality Analysts
  • Issue Resolution: Problem solve and troubleshoot project issues and barriers, in conjunction with the project manager and other IT team members
  • SOP Development: Develop and maintain standard operating procedures (SOPs) to manage workflow
  • Director Support: Provide assistance and support to the Director of Information Technology

12. IT Project Coordinator Additional Details

  • Schedule Creation: Collaborates with the IT Manager and the project team in creating a project schedule, with milestones, due dates, and estimates
  • Progress Reporting: Monitor and report progress of the project to all stakeholders and appropriate parties
  • Resource Support: Ensures team members have the supplies and resources they need to complete their assigned tasks on time and within their budget limits
  • Meeting Planning: Plans meetings and organizes project logistics
  • Phase Documentation: Helps with the documentation of each phase of the project
  • Team Contribution: Contributes to team effort by accomplishing related results
  • Data Accuracy: Identifies and implements processes and practices to ensure data accuracy and consistency
  • Scope Development: Work with customers to develop project scope and project plans
  • Resource Management: Manage project roles, identify resource requirements, meet training needs, and define project deliverables
  • Quality Assurance: Provide customer satisfaction and reporting structures and ensure quality of projects
  • Task Definition: Define project tasks and resource requirements
  • Plan Development: Develop full-scale project plans by assembling and coordinating the project team, planning and scheduling project timelines
  • Deliverable Tracking: Tracking project deliverables and providing direction and support to the project team
  • Report Presentation: Present reports defining project progress, problems, and solutions
  • Change Implementation: Implement and manage project changes and interventions to achieve project outputs
  • Strategy Assessment: Assess outcomes of completed projects to determine the effectiveness of strategies and modify strategies for future projects
  • Team Coordination: Coordinate with cross-disciplinary project team members
  • Issue Resolution: Identify and resolve issues/risks and make sure that all parties are clear about the project requirements, deadlines and schedules
  • Ethical Compliance: Adhere to the PMP Code of Ethics values of honesty, responsibility, respect and fairness at all times

13. Information Technology (IT) Project Coordinator Essential Functions

  • Stakeholder Interface: Interface regularly with the IS Supervisor for RIM Services, the IS Program Analyst, the IS Project Manager, and the Records Officer
  • Record Coordination: Responsible for coordinating, researching, evaluating, documenting, and preparing records for disposition while ensuring the records are maintained or disposed of by procedures
  • Disposal Review: Review of records and preparation of Records Disposal Notices to ensure timely and accurate disposition and disposal of records
  • Scope Definition: Ensure the definition of the scope of the projects, taking into account costs and times, as well as business needs
  • Project Innovation: Propose innovative projects and ways of execution within the framework of business needs
  • Compliance Monitoring: Follow-up and compliance with the project, maintaining a project execution schedule and its evolution over time
  • Risk Management: Identification and management of the risks associated with the projects
  • Quality Validation: Ensure the necessary quality tests to the deliverable, validating the functionality
  • Product Integration: Ensure the integration of the product with the different ecosystems of the organization
  • Progress Release: Release of project progress and its impact on the organization
  • Execution Communication: Communication of project execution with the corresponding people in terms of scope, time and cost
  • Copyright Management: Manage the corresponding copyrights for each of the developments and/or products of the projects, taking into account the data protection laws and any other related laws depending on the countries of application
  • Resource Coordination: Manage and coordinate the corresponding resources, given by collaborators and the company's elements
  • Team Coordination: Coordination of teamwork and suppliers according to the project execution schedule

14. IT Project Coordinator Role Purpose

  • Team Collaboration: Working alongside the Director of Service Delivery, Project Managers and Field Service Engineers
  • Schedule Tracking: Will be responsible for updating and tracking project schedules in Tableau and PowerBI
  • Stand-Up Coordination: Coordinating daily stand-ups with CW Vendor Management
  • Vendor Coordination: Coordinating with Tech Services Today vendors
  • Progress Monitoring: Documenting progress, tracking performance and monitoring the pace of the project to ensure timely delivery
  • Deployment Oversight: Coordinating with Desktop Support teams to monitor Deployments
  • Process Documentation: Communicating with IT Leadership and documenting processes
  • Requirement Definition: Liaise with clients to identify and define requirements, scope and objectives
  • Task Assignment: Assign tasks to internal teams and assist with schedule management
  • Client Satisfaction: Make sure that clients’ needs are met as projects evolve
  • Budget Preparation: Help prepare budgets, analyze risks and opportunities
  • Procurement Management: Oversee project procurement management
  • Issue Handling: Monitor project progress and handle any issues that arise
  • Status Communication: Act as the point of contact and communicate project status to all participants
  • Blocker Resolution: Work with the Project Manager to eliminate blockers
  • Tool Usage: Use tools to monitor working hours, plans and expenditures

15. IT Project Coordinator General Responsibilities

  • Project Support: Support project/program management on large initiatives through the following activities, and over time, will begin to manage small projects
  • Forecast Management: Assist with managing project forecasts and reconciling with actuals, including invoice processing
  • Resource Tracking: Track resource allocations and actuals
  • Presentation Support: Assist with the creation of presentations for project/program leadership
  • Document Management: Manage project documentation in SharePoint and Confluence
  • Meeting Planning: Calendar and plan for meetings and workshops
  • Agenda Publishing: Publish meeting agendas, take meeting minutes, track risks and issues
  • Deliverable Tracking: Assist with the tracking of business and technical deliverables and keeping the project plan up to date
  • Meeting Facilitation: Facilitate project meetings and collaboration with Scrum Teams and other stakeholders

16. IT Project Coordinator Key Accountabilities

  • Project Administration: Assist project teams in administering and tracking multiple projects
  • File Management: Maintain paper and electronic files, arrange and coordinate meetings, travel needs, etc.
  • Document Processing: Download, receive, log, file, process and communicate documents of all types
  • Communication Handling: Process and respond to correspondence, emails, phone calls, faxes, mail, etc.
  • Action Tracking: Prepare and maintain various lists to track actions through completion
  • Schedule Support: Support creating and tracking project schedules and time
  • Budget Tracking: Support creating project budgets and tracking costs/expenses and payments
  • Vendor Documentation: Collect and track certificates of insurance, bonds and other vendor information
  • Invoice Coordination: Compile invoices and coordinate the processing of monthly funding/draw packages
  • Change Management: Assist in tracking and processing change requests and change orders
  • RFI Management: Assist in tracking and resolving submittals and RFIs
  • Closeout Documentation: Expedite the preparation of as-built, record, warranties, and close-out documentation
  • Vendor Evaluation: Evaluate vendors, clients, products, services and other alternatives
  • Client Support: Assist project managers with satisfying client engagements
  • Team Contribution: Contribute to the team effort by performing other duties

17. IT Project Coordinator Roles and Details

  • Program Coordination: Support the planning and coordination of a program and its activities
  • Policy Implementation: Ensure implementation of policies and practices
  • Budget Maintenance: Maintain budget and track expenditures/transactions
  • Media Communication: Manage communications through media relations, social media etc.
  • Relationship Building: Help build positive relations within the team and with external parties
  • Requirement Gathering: Meets with end users to determine requirements, creates a test plan to be executed
  • Testing Support: Understands and assists with Unit, Integration, Functional, end-to-end and acceptance testing
  • Script Execution: Facilities and executes testing scripts
  • Meeting Organization: Schedule and organize meetings/events, and maintain an agenda
  • Tech Utilization: Ensure technology is used correctly for all operations (video conferencing, presentations etc.)
  • Material Preparation: Prepare paperwork and order materials
  • Record Keeping: Keep updated records and create reports or proposals
  • Program Development: Support growth and program development
  • Agile Promotion: Adopting and promoting an agile mindset
  • Meeting Facilitation: Facilitate program meetings, portfolio status meetings, including project status reporting, KPI dashboards and recording meeting minutes
  • Tactical Support: Provide tactical support to programs, projects, and interdependencies
  • Change Adaptation: Ability to adapt and respond to changes both inside and outside the project/program
  • Report Generation: Run reports and assist with project budget management activities
  • Training Support: Assists program managers or project leads with training documentation and/or internal marketing materials for new products, new tools or new services deployed to the organization
  • Event Coordination: Coordinates the initiative activities and events for the project team

18. IT Project Coordinator Responsibilities and Key Tasks

  • Scope Development: Understand program and/or project scope and populate and develop associated templates according to project requirements
  • Meeting Support: Participate and support program and project meetings by communicating meeting notes, action items, risks and issues to ensure project team members are on the same page
  • Document Quality: Ensure the quality of all documents and data analysis to guarantee project integrity
  • Design Assistance: Assist with the creation of conceptual designs and work with architects and construction vendors
  • RFI RFP Support: Assist with the development of all RFI and RFP documents required for bid leveling, overseeing the comparison and analysis process
  • Presentation Formatting: Format and display technical ideas, data and reports in PowerPoint presentations that graphically communicate results in an appealing and accurate manner
  • Milestone Monitoring: Monitor project activities on an ongoing basis to ensure target dates/milestones are met
  • Data Reporting: Report and communicate analyzed data, approach, methodology and findings
  • Business Case Support: Support the development and management of the project’s business case
  • Industry Research: Conduct ad-hoc industry and/or project research
  • Schedule Coordination: Coordinate schedules, activities and video conference logistics
  • Plan Development: Help develop budget and project plans during the analysis and design phase of the project, as directed by the project manager
  • Leadership Demonstration: Exhibit leadership characteristics including strong communication skills, full understanding of internal policies, time management and client focus

19. IT Project Coordinator Duties and Roles

  • Meeting Coordination: Coordinate various meetings including agenda preparation, logistics, scheduling, and tracking attendance
  • Ad-Hoc Support: Undertake other special assignments, ad-hoc requirements and related duties as and when required by the Deputy IT Division Director / CIO
  • Document Preparation: Prepare IT documents for proposal, payment process, supplier data, contracts, POs, price
  • Conflict Resolution: Cooperate with the manager to resolve any conflicts between team members
  • Department Engagement: Get engaged on behalf of the Deputy IT Division Director for daily department activities
  • Budget Coordination: Coordinate with departments to finalize IT development budget (Training course, IT expenses, IT Project expenses)
  • Career Planning: Assist the Deputy IT Division Director in preparing an internal movement plan within IT teams as per approved Headcount (rotation and promotion) and design a Career development plan/roadmap for the IT team
  • Process Tracking: Process, follow up on any steps and keep tracking of IT project processes as an IT Project Coordinator
  • Plan Development: Involved in developing the IT Project Plan with ITPM
  • Schedule Tracking: Keep tracking the Project schedule, timelines after planning

20. IT Project Coordinator Roles and Responsibilities

  • Resource Planning: Identifying appropriate resources, developing schedules to ensure timely completion of the project, communicating project status and issues to the team and management, and acting to reduce risk and resolve issues
  • Issue Tracking: Track project information, follow up on issue status, resolve routine issues, and report status to management
  • Standard Creation: Create and document conference room equipment standards
  • Training Development: Create training videos and materials on a variety of A/V technologies in all conference rooms
  • Vendor Collaboration: Work closely with A/V vendors to offer and introduce new solutions
  • AV Management: Manage audio visual projection, displays and interactive media
  • Support Response: Monitor and respond to incoming support requests
  • Maintenance Execution: Develop and execute preventative maintenance programs and procedures
  • Issue Monitoring: Monitor and report technical issues with room A/V
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