Project Coordinator POST NUMBER: 481399
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 29th at the earliest so please connect with the Vaco team today to learn more.
Core Responsibilities
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.
Position Qualifications
- 3 years in project coordination, project administration, or a similar role.
- Strong organizational and multitasking skills with exceptional attention to detail.
- Proficiency with project management software (e.g., JIRA, Confluence) and core office tools (Excel, PowerPoint).
- Ability to anticipate issues, prioritize effectively, and make sound day-to-day decisions.
- Familiarity with project management methodologies (Agile, Waterfall, or hybrid).
- Excellent written and verbal communication and interpersonal skills.
- Experience with budgeting, time-tracking, or invoicing systems.
- Associate's or Bachelor's degree in business, management, or a related field—or equivalent experience.
- Project management certification (e.g., CAPM, PMP, or Agile/Scrum).
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
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Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
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Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.