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).

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Project Coordinator

Key skills

About this role