Hybrid Project Coordinator

at Thinc Forward

• Job title: Project Coordinator
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, West Chester, United States

About the role

• Project Coordinator overseeing multi-site technology projects for dental and medical practices. Responsible for client onboarding, infrastructure coordination, and vendor management in a hybrid work environment.

Responsibilities

• Manage the full lifecycle of IT projects for clients, including multi-site deployments, migrations, and system upgrades
• Assist in defining project scope and objectives, ensuring alignment with client requirements
• Develop and maintain project plans, including setting milestones, adhering to deadlines, and allocating resources appropriately
• Coordinate engineer schedules and project timelines in alignment with service desk and operational priorities to ensure projects meet scope, timeline, and quality standards
• Coordinate third-party vendors, hardware deliveries, and implementation schedules
• Track and report progress across multiple concurrent projects using tools such as ConnectWise Manage, Smartsheet, and other required platforms
• Prepare and distribute project status reports, meeting notes, and action items
• Serve as a consistent point of contact for clients on project logistics, scheduling, and status updates, and provide regular updates, manage expectations, and proactively resolve issues
• Communicate effectively with internal staff, external clients, and leadership to keep projects aligned with organizational goals
• Delegate tasks to team members or vendors best suited for successful completion
• Identify and mitigate risks and potential liabilities across multiple projects, escalating risks and scope changes appropriately and as needed
• Make informed decisions when presented with multiple options for project progression
• Perform quality control throughout the project lifecycle to maintain client standards
• Adjust schedules and targets as needed to accommodate changes or unforeseen challenges
• Support project financial tracking, including time entry validation, milestone billing, and invoice preparation
• Track project hours against estimates and statements of work (SOWs)
• Assist with change orders, scope adjustments, and project documentation updates
• Identify opportunities to improve project workflows, tools, and communication practices
• Assist in maintaining project consistency across clients and engagements
• Represent the company professionally in all client and team interactions
• Perform other duties as assigned to support project and organizational success

Requirements

• Bachelor’s degree in Business, Information Technology, Project Management, or a related field, of or equivalent experience (minimum 2 years in a related field)
• Prior IT and/or Dental industry experience a plus
• 1–3 years of experience in a project coordination, service delivery, or operations role within an MSP, IT services, or technical environment preferred
• Strong organizational skills with the ability to manage multiple client projects simultaneously
• Excellent written and verbal communication skills with a customer-service mindset
• Ability to guide, motivate, and manage project teams effectively
• Strong interpersonal skills to work closely with staff, clients, and vendors
• Proven ability to make timely and informed project-related decisions
• Skilled at identifying challenges and implementing effective solutions
• Ability to prioritize tasks and keep projects on schedule
• Exceptional customer service skills to ensure client satisfaction
• Strong written and verbal communication skills, particularly in project and client management
• Experience using PSA, ticketing, and project management tools (e.g., ConnectWise, Autotask, Jira, Asana, Smartsheet, MS Project, or similar)
• Prior experience working in a Managed Services Provider (MSP) environment, preferred
• Familiarity with common MSP project types (Microsoft 365 migrations, server refreshes, firewall implementations, security projects)
• Understanding of IT service delivery concepts, SLAs, and SOWs

Benefits

• Health care benefits (medical, dental, and vision)
• Paid time off (and public holidays)
• 401(k) retirement plan
• Life insurance
• Hybrid or remote work environment