IT Project Coordinator

**This position is 6-months contract-to-hire & hybrid-based out of Long Beach, CA (4 days/week)**

Position Overview

Our client is seeking a high-performing IT Project Coordinator to serve as the operational right hand to the Director of IT. This role focuses on structured execution, cross-functional communication, vendor oversight, and financial visibility across the IT portfolio, while driving process optimization and automation initiatives.

Core Responsibilities

• Translate technical concepts into clear, concise business language for stakeholders.
• Build and formalize structured processes from high-level direction, including project intake, tracking frameworks, and scalable workflows.
• Create and maintain process workflows using tools such as Lucidchart to visualize and streamline operations.
• Collaborate closely with Project Managers and Business Analysts to ensure alignment across project scope, requirements, and execution.
• Oversee vendor-led implementations and enforce accountability to scope, timeline, and deliverables.
• Manage select internal IT initiatives hands-on, ensuring timely execution and quality outcomes.
• Maintain comprehensive project documentation, including status reports, meeting notes, and technical/business requirements.
• Track and manage follow-ups, action items, and dependencies across multiple workstreams.
• Maintain clear project plans with defined scope, risks, dependencies, and milestones.
• Track portfolio budgets, forecasts, and clearly explain financial variances to leadership.
• Identify opportunities to incorporate AI tools and automation to improve efficiency, reporting, and operational workflows.
• Organize and prioritize competing IT demands with minimal supervision in a fast-paced environment.

Ideal Candidate Profile

• 5 to 10 years of experience in IT project coordination, project management, or portfolio support roles.
• Strong PowerPoint and executive-level communication skills.
• Experience driving business application projects (ERP, Web Platforms, CRM).
• Experience supporting IT infrastructure initiatives (network remediation, MDM, legacy modernization).
• Proven experience collaborating with Project Managers and Business Analysts in cross-functional environments.
• Experience managing vendor-led projects and holding external partners accountable.
• Strong documentation skills with attention to detail and process clarity.
• Experience using tools like Lucidchart (or similar) for process mapping and workflow design.
• Exposure to AI tools and process automation initiatives is highly preferred.
• Financial literacy in project budgeting, forecasting, and variance analysis.
• Highly organized, self-directed, and confident operating in a lean, mid-market environment.

What Success Looks Like

• Projects are structured, documented, and highly visible across stakeholders.
• Process workflows are clearly defined, scalable, and continuously optimized.
• Vendors are tightly managed and consistently deliver on commitments.
• Business stakeholders receive clear, actionable communication.
• Portfolio financials are accurate, current, and easily explainable.
• Follow-ups, dependencies, and priorities are proactively managed.
• AI and automation are effectively leveraged to improve operational efficiency.