What are the responsibilities and job description for the Project Coordinator position at Colibri Group?
At Colibri, culture is a critical part of our collective success, and we live our values everyday: Love, Joy,
Boldness, Teamwork and Curiosity. These values guide our interactions with each other, our customers,
and the community as a whole.
We have a rich and storied history. Colibri is one of the pioneers of online professional education,
introducing some of the first web-based professional education courses in 2001. Today, the company’s
family of brands are the leading online professional education platforms in their respective end-markets.
We proudly serve >1 million customers annually and employ more than 1,500 mission-aligned
professionals. To learn more, please visit: www.colibrigroup.com
Position Summary
What You’ll DoThe Project Coordinator plays a critical role in driving the successful delivery of content production initiatives. This role ensures projects are clearly scoped, aligned to requirements, and executed on time through strong coordination, structured workflows, and proactive risk management.
You’ll partner closely with Content Strategists, Talent & Resource Management, and cross-functional production teams to define milestones, enforce stage gates, and maintain clear, accurate project documentation. Acting as the connective tissue across teams, you will keep work moving efficiently, surface risks early, and ensure nothing falls through the cracks.
This role also owns the integrity of project tracking systems, ensuring platforms like Monday.com serve as a reliable, real-time source of truth for all projects in flight.
Project Intake & Requirements Alignment (20%)
What You’ll Bring- Partner with Content Strategists to intake project requirements and ensure clarity, completeness, and alignment before kickoff
- Define and document deliverables, assumptions, dependencies, and acceptance criteria
- Ensure timelines, scope, and expectations are clearly captured and visible to all stakeholders
Resource Coordination & Vendor/SOW Support (20%)
- Collaborate with the Talent & Resource Manager to identify needed roles, secure resources, and coordinate onboarding or contracting steps
- Support SOW development by ensuring deliverables, timelines, and key inputs are clearly defined and trackable
- Maintain visibility into resourcing plans, assignments, and coverage needs
Workflow Management & Stage Gate Enforcement (35%)
- Build and manage detailed project plans with clear milestones, owners, and deadlines
- Enforce stage gates to ensure work progresses in a structured, predictable way
- Orchestrate handoffs across teams to ensure seamless transitions and efficient execution
- Reinforce accountability for timelines, deliverables, and quality throughout the project lifecycle
- Ensure adherence to content maintenance and release schedules
Project Tracking, Reporting & Risk Management (15%)
- Maintain accurate, real-time project tracking in Monday.com, including status updates, risks, and next steps
- Proactively identify and escalate blockers, scope changes, and timeline risks, with recommended mitigation plans
- Leverage AI-enabled workflows to track progress against SOWs, identify variances early, and support recovery planning
Documentation & Systems Hygiene (10%)
- Maintain accurate and complete project records across project management and content systems
- Ensure consistent use of templates, naming conventions, and documentation standards
- Identify recurring bottlenecks and contribute to continuous process improvement
- Associate’s degree (or equivalent experience) in Business, Communications, Project Management, Education, Instructional Design, Healthcare Administration, or a related field
- 2 years of experience coordinating or supporting projects with multiple stakeholders, deadlines, and dependencies (content production, learning, publishing, or similar environments preferred)
- Strong organizational skills with the ability to manage multiple projects simultaneously without losing attention to detail
- Experience using project management tools to track schedules, progress, and deliverables (Monday.com strongly preferred)
- Working knowledge of core project management practices, including milestone planning, dependency management, scope tracking, and risk/status reporting
- Strong communication skills, with the ability to clearly document decisions, align stakeholders, and escalate risks early
- Experience coordinating with external vendors or contractors and tracking deliverables against defined expectations
- Comfort using AI tools to support coordination tasks (e.g., status summaries, risk identification, variance tracking) while maintaining accuracy and sound judgment
- Experience supporting professional education, continuing education, test prep, or regulated content development (healthcare experience strongly preferred)
- Familiarity with content development workflows (e.g., SME engagement, editorial review, instructional design, QA, compliance/regulatory review)
- Project management certification or formal training (CAPM, PMP coursework, or equivalent)
- Experience tracking budgets tied to SOWs and identifying cost or schedule risks early
Colibri Group welcomes applicants from all backgrounds and experiences, and we understand that not every candidate will meet every requirement listed in the job description. Research has shown that women and people of color may be less likely to apply to jobs unless they feel they meet every qualification, and we want to actively combat this bias in our hiring process. If you're excited about the role and believe you have the skills and experience to contribute to our team, we encourage you to apply, even if your background doesn't align perfectly with every qualification listed. We are committed to building a diverse and inclusive workplace, and we believe that diversity of perspectives and experiences is essential to our success. You may be just the right candidate for this role or another position within our organization. Don't hesitate to take the leap and apply today!
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.