Role overview:
The Project Coordinator sets up new IT infrastructure projects, assigns engineers, gets hardware ordered, and keeps the customer informed until each project is handed to a Project Manager. The role is client-facing: after the sale, the coordinator is the first person to contact the customer. This position also runs small workstation deployment projects end to end, including coordinating workstation setup with the client. Projects involve network infrastructure (servers, switches, wireless access points), not software development. In one line: set up each project, assign it out, and fix whatever goes wrong along the way.
Key responsibilities:
The coordinator sets up about 10–12 projects a week (around 40 a month) for an assigned region, and must act on each new project within 5 working days.
1. Pick up new projects from the regional landing board, where Finance creates them.
2. Set up each project in ConnectWise: import the scope through ScopeStack, review the customer quote and service ticket, and break the work down into phases and hours.
3. Send the customer a kickoff email summarizing the quote and scope they signed. Resolve any mismatch if the customer disputes what they signed for.
4. Assign engineers using the ConnectWise dispatch portal. Match each engineer's availability (40 hours a week) and expertise to the project.
5. Order hardware with the procurement team and track it to delivery.
6. Give the customer an estimated start date once the hardware ETA is confirmed.
7. Manage the backlog and hand each project to a Project Manager about 4 weeks before its start date.
8. Handle issues before handover, including shipping delays, warehouse follow-ups and scope disputes, and keep the customer updated throughout.
9. Run small workstation deployment projects end to end, including coordinating workstation setup with the client. Success is measured by the number of projects handled and SLA compliance
Requirements
Required Skills and Tools:
The most important trait is adapting to frequent process changes. Processes here change about every 3 months, and sometimes overnight.
Adaptability: accepts and works within changing processes without losing pace.
Communication: clear, confident written and verbal communication with customers, engineers, procurement, shipping and warehouse teams.
Problem solving: takes ownership of delays and scope disputes and drives them to closure.
Procurement coordination: comfortable placing and tracking hardware orders, which many PMs and PCs have not done before.
Scheduling: balances engineer capacity and skills across many projects at once.
Tools: ConnectWise (Manage and dispatch) and ScopeStack are used daily. Prior experience is a plus but not required, because training is given after selection. Power BI is used only lightly and isn't a hiring factor.
Qualifications and Experience:
Candidates need project coordination experience on IT infrastructure deployments, not only software projects.
- Experience as a Project Coordinator, Project Administrator or similar, preferably at an MSP or IT services company.
- Exposure to network infrastructure projects: servers, switches, wireless access points and workstation rollouts.
- Experience coordinating directly with external customers.
- Hands-on hardware procurement or order tracking is a strong plus.
- Experience with a PSA or ticketing tool, ideally ConnectWise, is a plus.
- Bachelor's degree in IT, Business or a related field (preferred)
Skills Required
- Project coordination experience on IT infrastructure deployments
- Experience as a Project Coordinator, Project Administrator, or similar role
- Exposure to network infrastructure projects involving servers, switches, wireless access points, and workstation rollouts
- Experience coordinating directly with external customers
- Adaptability to frequent process changes
- Clear written and verbal communication with customers and internal teams
- Problem-solving and ownership of delays and scope disputes
- Scheduling engineer capacity and skills across multiple projects
- Hands-on hardware procurement or order tracking
- Experience with a PSA or ticketing tool, ideally ConnectWise
- Bachelor's degree in IT, Business, or a related field
What We Do
Technology, when paired with the right people, unlocks remarkable growth. That’s the belief behind every solution delivered by Prime System Solution. We bring together the top 1% of global talent to help businesses build smarter systems, reduce operational friction, and stay ahead in today’s competitive landscape. With delivery hubs in Pakistan, the Philippines, and the UAE, and clients across North America, Europe, and the MENA region, the reach is global and the focus is personal. Rooted in a culture of collaboration, innovation, and inclusivity, every team is built to perform because success isn’t just about tools and tech, it’s about the people who power it. Our Core Services: Managed Services Talent Providing on-demand IT and Finance professionals to help organizations scale quickly, reduce hiring costs, and stay competitive. From Cybersecurity specialists, Cloud architects, and Data Scientists to Accountants, Financial Analysts, and Payroll experts. IT Consulting: Guiding businesses through digital transformation with expertise in Cloud, Cybersecurity, Artificial Intelligence, Data Science, and IT Infrastructure to achieve operational excellence. Financial Consulting: Enabling CFOs, startups, and enterprises to make smarter decisions with consulting in Accounting, FP&A, Risk Management, and Business Advisory for sustainable growth. We provide you with the resources so that you can unlock borderless growth.
