Project Coordinator

Project CoordinatorAt Kotman Technology, projects don't just get done they get delivered. The Project Coordinator is the connective tissue between our clients, our engineering team, and the project manager. You make sure nothing falls through the cracks, every client feels informed, and every project crosses the finish line on time and on scope.This is not a passive role. You are actively driving projects forward scheduling, communicating, tracking, following up, and removing obstacles before they become problems. If you thrive on organization, love client interaction, and get genuine satisfaction from watching a complex project come together cleanly this role was built for you.What You'll DoProject planning & schedulingOwn the scheduling of project tickets from initiation through completion nothing sits unscheduledCoordinate engineer availability, client access windows, and vendor timelines to build realistic project schedulesEnsure hardware and materials are confirmed received before scheduling installation datesMaintain up-to-date project status in ConnectWise every ticket reflects current reality, not yesterday's notesClient communicationServe as the primary coordination point of contact for clients throughout active projectsProvide proactive status updates clients should never have to ask where their project standsRespond to client inquiries promptly and professionally same day, every dayManage expectations clearly when timelines shift or scope changes ariseProject execution supportReview active projects with engineers daily flag blockers, confirm next steps, keep momentumMonitor and action Scheduling Required, Customer Updated, and Past Due tickets to zero every dayTrack Waiting on Vendor/Client holds follow up proactively so nothing goes staleAssist technicians in scoping new projects and translating technical requirements into actionable timelinesDocumentation & continuous improvementDocument new processes as they're developed if it's worth doing twice, it's worth writing downKeep existing process documentation current outdated docs are as bad as no docsAttend 1:1s, Projects L10, and relevant training sessions show up prepared and engagedPursue relevant certifications and actively grow your technical knowledge of the MSP environmentTeam & coordination supportHandle inbound client calls with professionalism triage, document, and route appropriatelySupport the broader coordination team during high-volume periodsBring a solutions-first mindset identify the problem and bring a proposed answerWhat You BringRequiredExceptional communication skills written, verbal, and everything in betweenStrong organizational ability you track multiple moving pieces without dropping anyExperience with ticketing, scheduling, or project management software (and doing it, too!)Comfortable working in a fast-paced environment where priorities shift and urgency is realExperience coordinating multiple projects of various size with small execution teamsSelf-directed and proactive you don't wait to be told something needs attentionClient-first mindset you genuinely care about the experience clients have with KotmanNice to haveExperience in a managed services, IT, or technology environmentFamiliarity with ConnectWise or similar PSA platformsUnderstanding of IT project types server deployments, network installations, M365 migrationsExperience coordinating technical teams or working alongside engineersWhat We Believe at KotmanWe're building a best-in-class MSP in Central California, and we believe great companies are built by great people who share common values. We hire for character, invest in growth, and work hard to create an environment where people can do meaningful work alongside teammates they genuinely enjoy!ProfessionalismWe take pride in our work, our communication, and the way we serve others. Whether we're helping a client through a critical issue or collaborating internally, we strive to show up prepared, dependable, and respectful.PassionWe care deeply about what we do. We bring energy, curiosity, and a desire to continually improve. Technology changes quickly, and we embrace the opportunity to learn, grow, and solve problems that make a real difference for our clients.IntegrityWe do the right thing, even when it's difficult or inconvenient. We own our mistakes, keep our commitments, and build trust through honesty, accountability, and follow-through.ConsistencySuccess isn't built on occasional heroic effortsit's built on reliable execution day after day. We believe in disciplined processes, dependable service, and doing the little things well, every time.CommunityWe believe we're stronger together. We support one another, celebrate wins, serve our clients well, and invest in the communities where we live and work. Team success matters more than individual recognition.If these values resonate with you, we'd love to meet you!