Project Coordinator

Location: Newark, DE (Hybrid)

Duration: 12+ Months

Job Description

We are looking for a Project Coordinator for a long-term opportunity that is hybrid in Newark, DE. The Project Coordinator will provide essential administrative and operational support to project teams and the Project Management Office (PMO). This role is responsible for coordinating project activities, maintaining documentation, tracking progress, and ensuring effective communication among stakeholders. The Project Coordinator plays a critical role in keeping projects organized, on schedule, and within scope by managing logistics and supporting project managers throughout the project lifecycle.

What You’ll Do

Project Coordination & Support

Assist project managers in planning, scheduling, and coordinating project activities across multiple workstreams

Maintain comprehensive project documentation, including project plans, status reports, meeting minutes, and action logs.

Track project milestones, deliverables, and deadlines; proactively flag risks or delays to the project manager

Organize and facilitate project meetings, prepare agendas, and distribute meeting notes and follow-up items

Documentation & Reporting

Develop and maintain project files, databases, and tracking systems in accordance with organizational standards

Prepare regular status reports, dashboards, and executive summaries for internal and external stakeholders

Ensure version control and proper archiving of all project-related documents

Support the creation and maintenance of project charters, statements of work, and change requests

Communication & Stakeholder Coordination

Serve as a liaison between project teams, clients, vendors, and leadership to ensure alignment and timely information flow

Manage project communication channels, including email distribution lists, shared drives, and collaboration platforms

Coordinate with cross-functional teams to gather updates and resolve scheduling conflicts

Budget & Resource Tracking

Monitor project budgets and expenditures; flag variances and assist with cost reporting

Coordinate procurement activities, including vendor onboarding, purchase orders, and invoice tracking

Assist with resource allocation tracking and capacity planning support

Administrative Support

Manage calendars, travel arrangements, and logistics for project team members and stakeholders

Maintain project management tools and systems (e.g., MS Project, Asana, Jira, SharePoint)

Support onboarding of new project team members and ensure access to necessary tools and resources

What You’ll Need Required

Bachelor’s degree in Business Administration, Project Management, Communications, or a related field (or equivalent experience)

2+ years of experience in a project coordination, administrative, or operations support role

Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams or SharePoint

Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously

Excellent written and verbal communication skills

Attention to detail and a commitment to accuracy in documentation and reporting

Preferred

Experience with project management tools such as MS Project, Jira, Asana, Smartsheet, or Monday.com

Familiarity with project management methodologies (Agile, Waterfall, PMP, CAPM)

Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) certification, or willingness to obtain

Experience working in a PMO environment or within a matrixed organization.

Physical Demands

Ability to safely and successfully perform the essential job functions consistent with the ADA and other federal, state, and local standards

Sedentary work involving sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.

Ability to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor

Flexible work from home options available.