Project Coordinator

Job Title Project Coordinator Location Remote (USA) Description The Project Coordinator provides administrative, operational, and project support to project teams to ensure the efficient execution of contract activities. This entry-level to early-career role focuses on project coordination, documentation, communication, and routine administrative functions within a federal contracting environment. Working under the guidance of the Program Manager, the Project Coordinator assists with maintaining project records, tracking action items and deliverables, supporting workforce logistics, and facilitating communication across internal teams and stakeholders. The role also supports the development, organization, and maintenance of project documentation by collaborating with subject matter experts to gather information, draft and edit content, and ensure materials are clear, accurate, and compliant with organizational standards. This position is ideal for individuals seeking to develop foundational experience in project management, operations, and contract support while contributing to the successful delivery of project objectives. Essential Duties and Responsibilities To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. - Provide administrative and operational support to project teams, including document preparation, data entry, recordkeeping, and file management. - Assist with tracking project tasks, deliverables, milestones, and deadlines to support timely execution of contract requirements. - Maintain organized and accurate project documentation, including contracts, reports, correspondence, and project records. - Coordinate meetings and events by scheduling sessions, preparing agendas and materials, and documenting meeting notes, decisions, and action items. - Support communication and information sharing among project staff, subcontractors, clients, and internal stakeholders. - Monitor and update project trackers, logs, status reports, and other reporting tools. - Assist in the preparation of reports, status updates, presentations, and other project-related materials. - Support workforce logistics and timesheet collection processes to help ensure accuracy and timely submission. - Identify and escalate potential project issues, risks, delays, or concerns to the Program Manager. - Perform routine quality checks on project documentation and data to ensure completeness, accuracy, and compliance with established requirements. - Develop, draft, edit, format, and maintain project and operational documentation, including policies, procedures, user guides, manuals, reports, and system-related documentation. - Collaborate with subject matter experts and team members to gather, organize, and validate information for written materials. - Ensure all documents are clear, accurate, concise, and consistent in content, format, and presentation. - Review and edit documents for grammar, punctuation, spelling, style, readability, and consistency. - Conduct proofreading and fact-checking to maintain high-quality documentation standards. - Update and revise existing documentation to reflect changes in policies, procedures, systems, products, processes, or client requirements. - Implement and maintain document version control processes to ensure records remain current, accurate, and accessible. - Organize and maintain document repositories, templates, and libraries to support efficient knowledge management. - Ensure all documentation complies with organizational branding, formatting, and style standards. - Participate in project meetings, training sessions, and professional development activities to build project management, operations, and federal contracting knowledge. Secondary Responsibilities - Support onboarding and offboarding activities for project personnel, including coordination of documentation, system access requests, and related administrative tasks. - Assist with travel arrangements and logistics for project personnel, as required. - Coordinate with subject matter experts and stakeholders to gather information, clarify requirements, and support the development of project documentation - Facilitate meetings and working sessions to collect input, resolve documentation questions, and ensure alignment among stakeholders. - Translate technical, operational, or project-related information into clear, concise, and audience-appropriate documentation and communications. - Provide administrative and coordination support for special projects and ad hoc initiatives, as assigned. - Maintain awareness of project activities and proactively support team needs to promote efficient project execution. - Conduct research to stay informed about industry trends, best practices, and competitor offerings. - Provide training and support to team members on best practices for technical writing - Evaluate and recommend tools and software to enhance productivity and document quality. - Perform other related duties as assigned. Travel 0-25% Work Schedule TBD. Agreed upon with manager

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience/Skills: - Bachelor’s degree in business, project management, or related field; OR equivalent combination of education and experience. - Intermediate in Microsoft Office including Visio. - Zoom, Skype, or Slack communication - Attention to detail, particularly regarding invoice and deliverable compliance. - Experience in proposal writing and technical documentation. - Administrative and organizational skills with the ability to prioritize in a fast-paced environment. - Excellent communication and interpersonal skills; Highly comfortable using the phone, Teams instant messaging, and video conferencing. - ERP systems, preferred - 1–2 years of professional or internship experience required; up to 3 years preferred. - Prior federal government contracting experience, preferred. - Exposure to a PMO environment, preferred - Experience coordinating travel within budget constraints, preferred. - Experience supporting project coordination activities such as tracking deliverables, maintaining documentation, or supporting schedules, preferred. - Experience working with project tools, trackers, or reporting (e.g., Excel, project management software), preferred. - Familiarity with payroll processing and HR compliance requirements preferred - CAPM or PMP certification preferred Compensation $76,000-$85,000 annual

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. - Remote work environment with potential occasional travel (0-25%) for client meetings, project oversight, or site assessments. - Collaboration with cross-functional teams in a virtual setting. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. - Prolonged periods of sitting and computer use. - Frequent phone communication. - Occasional standing or walking during site visits or client meetings. Benefits - 401K Employer Matching - Paid Time Off (PTO) - 11 Federal Holidays - Health Insurance - Dental Insurance - Vision Insurance - Employer-paid Life Insurance - Employer-paid AD&D Insurance - Employee-paid voluntary benefits - Employee development resources Equal Opportunity Employer Capital i is an equal opportunity employer. We prohibit discrimination and harassment of any kind based on any protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Capital i makes hiring decisions based solely on qualifications, merit, and business needs at the time. Capital i is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, you may contact us at [email protected]. Equal Opportunity Employer Capital i is an equal opportunity client and welcomes applications from all qualified individuals, regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or veteran status. Work Authorization Capital i considers applicants who are U.S. lawful permanent residents, eligible employment-based green card portability candidates (with a Form I-485 filed at least 180 days prior for a same or similar role), and individuals with valid F-1 or J-1 employment authorization for temporary positions only. Capital i does not provide immigration sponsorship. Please note: Certain roles may support federal contracts and therefore require U.S. citizenship, specific residency history, or eligibility for a security clearance. Candidates not meeting applicable federal contract requirements will not be eligible for those roles.