Project Coordinator

Vaco is partnered with an Arizona based client to bring on a Project Coordinator who will support technology leadership across a variety of areas. We are looking for an organized, detail-driven, and proactive person who will keep projects on track from kickoff to closure. In this role you will own the day-to-day management of project scope and timelines, drive follow-up tasks to completion, and support budgeting, time tracking, calendar coordination, and team activities. You will be the connective tissue between team members, stakeholders, and project managers—making sure nothing falls through the cracks and that every project lands on time, on budget, and to a high standard. This is an amazing opportunity for someone that is ready to run the operational engine for multiple projects across the technology team. We are looking to interview immediately with a target starting date of June 29^th at the earliest so please connect with the Vaco team today to learn more.

Scope & Timeline Management

• Manage the day-to-day execution of project scope and schedules, breaking projects into actionable tasks with clear owners and deadlines.
• Maintain project plans, schedules, and scope documents, and track progress against milestones.
• Monitor for scope creep and schedule slippage, flagging risks and changes to the project manager early.
• Produce regular status updates and reports for stakeholders and leadership.

Time Tracking & Resource Coordination

• Administer time-tracking processes, ensuring team members log hours accurately and on schedule.
• Compile and review time data to support billing, capacity planning, and project reporting.
• Coordinate internal and external resources to keep work aligned with scope, schedule, and budget.

Budget Management

• Support project budgeting and monitor spend against plan to ensure cost-effectiveness.
• Manage invoices, purchase orders, and related financial documentation, and handle routine financial queries.
• Flag budget variances and forecasting concerns to the project manager.

Follow-Up & Project Closure

• Track open action items and follow up with task owners to ensure timely completion and full closure of deliverables.
• Coordinate hand-offs, signoffs, and approvals needed to close out tasks, phases, and projects.
• Maintain accurate, organized project documentation and capture lessons learned at project close.

Calendar & Team Coordination

• Manage personal calendars, project calendars, schedule meetings, and align availability across team members and stakeholders.
• Organize and facilitate team activities, kickoffs, check-ins, and reviews, including agendas and follow-up notes.
• Serve as a central point of contact, keeping communication flowing and the team informed and aligned.