Project Coordinator - Hardware Infrastructure Deployment - Hybrid

Title: Project Coordinator - Hardware Infrastructure Deployment - Hybrid

Mandatory skills:

Project Coordination,
MS Office, Excel, Smartsheet,
Network Equipment, Switches, Wireless Access Points, WAP,
Structured Cabling, Cat6a, fiber, circuit installations,
Server, Compute Equipment, Telephony, Surveillance, IP Phones, CCTV, IP Cameras,
POS systems, wireless handheld devices, Power Infrastructure, UPS systems, PDU, ATS,
administrative project support, infrastructure hardware deployments,
scope tracking, scope alignment, inventory, asset coordination,
shipping, logistics, financial tracking, reconciliation,
Project Management, Project Tools, Project Documentation, Project Trackers, Project Templates,
Smartsheet ecosystems, Slack, Issue Logs, Action Logs, Meeting Management, Process Documentation,
device configuration, device bundling, installation coordination, support coordination,
ad hoc reporting, validation workstreams, logistics tracking systems, project lists, project updates, project meetings,
deployment, organizational, multitask, monitor, documentation, communication, issue escalation, issue tracking, problem solving

Description:

Hardware Infrastructure Rollout & Deployment Project Coordinator

Position Description:

The Project Coordinator will support client Special Projects with a focus on Hardware Infrastructure installations across stores nationwide. This role provides vital administrative and logistical coordination for remote hardware deployment activities. Responsibilities span the full installation lifecycle from scope definition to hardware procurement, configuration, shipping logistics, and technician/vendor coordination.

Working under the guidance of Project Managers, the coordinator ensures detailed documentation within Smartsheet and supports multi-vendor operations to deliver projects on time and within scope.

Key Responsibilities:

Administrative & Project Coordination:

Provide day-to-day administrative project support for infrastructure hardware deployments including:
Scope tracking and alignment
Inventory and asset coordination
Device configuration and bundling
Shipping and logistics follow-through
Installation and support coordination
Financial tracking and reconciliation
Technician and vendor oversight
Coordinate remotely with field technicians and in-store teams to support national deployment efforts.

Project Tools & Documentation:
Smartsheet (Primary project management platform):
Create, maintain, and update integrated project trackers and templates.
Understand and map data across interconnected Smartsheet ecosystems (e.g., procurement, returns, support logs).

Slack:
Monitor multiple Slack channels for updates, issue escalations, and action requests.
Respond promptly and accurately to real-time communications.

Excel:
Cross-verify data for integrity checks.
Support ad hoc reporting and validation workstreams.

Issue and Action Logs:
Own issue tracking, ensuring clear documentation, ownership assignment, and next-step clarity.

Communication & Stakeholder Engagement:
Distribute store project lists and updates to partner teams.
Communicate directly with stores or vendors for follow-ups on tasks, escalations, or project adjustments.
Facilitate recurring and ad hoc vendor coordination meetings track notes and define action items clearly.

Meeting Management & Process Documentation:
Participate in and facilitate project meetings using rolling agendas in Smartsheet.
Identify and document action items, updates, and follow-ups.
Capture evolving processes and contribute to documentation efforts for repeatability and standardization.

Preferred Qualifications & Skills:
Organizational Agility: Ability to manage multiple tasks across diverse workstreams while maintaining a high attention to detail.
Adaptability: Comfortable shifting focus quickly to respond to new priorities, issues, or changing direction.
Problem-Solving: Identify, analyze, and resolve issues independently with a bias toward action.
Self-Starter: Proactive and curious with the ability to work with minimal supervision.
Tool Agility: Quick learner with tools and systems especially Smartsheet, Slack, Excel, and logistics tracking systems.
Relevant Hardware Infrastructure Exposure

Experience or familiarity with the following technologies is beneficial:
Network Equipment: Switches, Wireless Access Points (WAPs)
Structured Cabling: Cat6a, fiber, circuit installations
Server & Compute Equipment
Telephony & Surveillance: IP Phones, CCTV/IP Cameras
Retail Tech: POS systems, wireless handheld devices
Power Infrastructure: UPS systems, PDUs, ATSs

TECHNICAL SKILLS

Must Have:
Advanced Excel
MS office skills
Proficient in Smartsheet

Experience:
5 - 10 Years

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

Contact Details :

VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008