What are the responsibilities and job description for the Project Coordinator position at Apollo Technology Solutions LLC?
Job Title: Project Coordinator
Location: Newark, DE (Hybrid)
Duration: 6 Months
Notes:USC or GCH highly preferred
Job Description
CAI is hiring! 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
What You'll Need
Required
Location: Newark, DE (Hybrid)
Duration: 6 Months
Notes:USC or GCH highly preferred
Job Description
CAI is hiring! 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
- 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
- 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
- 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
- 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
- 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.
- 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