Definition and Role

• The position of Project Coordinator will report directly to the Project Manager. This is an entry-level role intended to support the Project Management department through administrative coordination, project support, procurement support, startup support, inventory oversight, and shipping and receiving activities. This position will assist with day-to-day department operations, coordinate meetings, maintain trackers and documentation, support scheduling needs, and help ensure supplies, equipment, and requests are properly tracked and escalated.

• This role is designed to support execution and operational follow-through rather than independent project ownership or unapproved decision-making. The Project Coordinator will work closely with the Project Management team and Facilities to support routine departmental needs, maintain organization and visibility of project-related materials and equipment, and assist with procurement and startup-related workflows. Over time, and with demonstrated competency, this role may assume additional responsibility for processing routine approved orders and other recurring support functions.

Job Responsibilities and Duties

• Work in conjunction with the Project Manager, Director of Project Management, Project Management team, and Facilities to support daily department operations and project-related activities.

• Coordinate meetings, assist with schedule management, prepare agendas, document key decisions, and distribute meeting notes and follow-up items in a timely manner.

• Maintain project trackers, action item logs, spreadsheets, reports, and other project-related documentation.

• Support startup, relocation, and implementation activities through coordination of materials, supplies, documentation, and readiness items.

• Receive, organize, inventory, and distribute incoming shipments, supplies, and equipment.

• Prepare and coordinate outgoing shipments as needed for projects, startups, relocations, providers, or other operational needs.

• Maintain organization of inventory and storage areas, including supply rooms, shelving, and stock management.

• Enter, update, and maintain equipment and supply records in Asset Tiger and other tracking tools as applicable.

• Ensure new equipment is tagged, assigned appropriately, and accurately reflected in inventory systems.

• Assist with tracking movement of equipment and supplies between locations and departments.

• Prepare weekly inventory reports and support ongoing review of supply and equipment levels.

• Assist with Asset Tiger audits, medical equipment audits, and reconciliation of physical inventory to system records.

• Support procurement workflows by monitoring forms, requests, and routine order-related documentation for completeness and accuracy.

• Assist with routine procurement and startup support activities under the direction of leadership.

• Identify unusual requests, discrepancies, missing information, or other red flags and escalate them to the appropriate leadership.

• Communicate professionally with internal staff, vendors, and other stakeholders to support timely follow-up and accurate information flow.

• Support development and maintenance of department procedures, logs, and process documentation as assigned.

• Perform other duties as assigned in support of the Project Management department.

Qualifications and Skills

• Bachelor’s degree required; however, candidates with other appropriate qualifications, training, or relevant experience may be considered.

• At least one year of work experience preferred in project coordination, administrative support, operations, logistics, procurement support, inventory management, healthcare operations, or a related field.

• Recent college graduates are encouraged to apply.

• Must be highly organized, detail-oriented, and able to manage multiple tasks in a fast-paced environment.

• Must have strong written and verbal communication skills.

• Must have strong follow-up, time management, and documentation skills.

• Ability to work under direction, follow established processes, and recognize when issues should be escalated.

• Ability to maintain accurate records, trackers, and reports with a high level of attention to detail.

• Proficiency in Microsoft 365 required, including Teams, Outlook, OneNote, Excel, Word, and PowerPoint.

• Experience with inventory tracking systems, asset management tools, or project tracking tools is preferred.

• Healthcare experience is preferred but not required.

• Experience supporting project teams, startup activities, procurement functions, or facilities-related workflows is preferred.

• Must demonstrate professionalism, reliability, adaptability, and a willingness to learn.

Physical Requirements

• Mobility and Lifting: Frequent sitting for extended periods of time; frequent standing, walking, bending, lifting, and movement between office and storage areas; frequent handling and movement of packages, supplies, and equipment; ability to lift up to 50 pounds; occasional travel via car, including occasional overnight travel.

• Visual: Constant ability to read information, including close up; constant ability to use a computer screen; frequent use of good overall vision, including color perception.

• Dexterity: Constant eye and hand coordination and manual dexterity to write, operate a computer keyboard, label items, organize supplies, and handle small objects and equipment.

• Emotional/Psychological: Constant ability to concentrate, prioritize tasks, follow established processes, and recognize when issues should be escalated.

Qualifications and Skills

• Bachelor’s degree required; however, candidates with other appropriate qualifications, training, or relevant experience may be considered.

• At least one year of work experience preferred in project coordination, administrative support, operations, logistics, procurement support, inventory management, healthcare operations, or a related field.

• Recent college graduates are encouraged to apply.

• Must be highly organized, detail-oriented, and able to manage multiple tasks in a fast-paced environment.

• Must have strong written and verbal communication skills.

• Must have strong follow-up, time management, and documentation skills.

• Ability to work under direction, follow established processes, and recognize when issues should be escalated.

• Ability to maintain accurate records, trackers, and reports with a high level of attention to detail.

• Proficiency in Microsoft 365 required, including Teams, Outlook, OneNote, Excel, Word, and PowerPoint.

• Experience with inventory tracking systems, asset management tools, or project tracking tools is preferred.

• Healthcare experience is preferred but not required.

• Experience supporting project teams, startup activities, procurement functions, or facilities-related workflows is preferred.

• Must demonstrate professionalism, reliability, adaptability, and a willingness to learn.

Physical Requirements

• Mobility and Lifting: Frequent sitting for extended periods of time; frequent standing, walking, bending, lifting, and movement between office and storage areas; frequent handling and movement of packages, supplies, and equipment; ability to lift up to 50 pounds; occasional travel via car, including occasional overnight travel.

• Visual: Constant ability to read information, including close up; constant ability to use a computer screen; frequent use of good overall vision, including color perception.

• Dexterity: Constant eye and hand coordination and manual dexterity to write, operate a computer keyboard, label items, organize supplies, and handle small objects and equipment.

• Emotional/Psychological: Constant ability to concentrate, prioritize tasks, follow established processes, and recognize when issues should be escalated.