Project Coordinator (Contract)

Overview

The Project Coordinator is the operational backbone of project delivery, ensuring that project teams have the structure, organization, and support needed to execute efficiently. This role focuses on process adherence, administrative excellence, and team enablement—managing meeting logistics, tracking action items, maintaining project documentation, and ensuring teams follow established workflows. While not client-facing, the Project Coordinator plays a critical role in keeping projects moving smoothly by removing administrative friction, coordinating cross-functional activities, and supporting Project Managers in day-to-day execution. This role is ideal for someone who thrives on organization, process, and behind-the-scenes coordination that enables high-performing teams.

Responsibilities

Meeting Management & Coordination

• Schedules and coordinates all internal project meetings including standups, sprint planning, retrospectives, and team syncs
• Manages calendar logistics across multiple projects, ensuring appropriate attendees and resolving scheduling conflicts
• Prepares meeting agendas in collaboration with Project Managers
• Takes detailed meeting notes, documents decisions, and distributes meeting recaps with clear action items
• Tracks meeting action items to completion, following up with team members to ensure timely execution
• Maintains meeting cadence and ensures teams adhere to established rhythms

Process Management & Adoption

• Ensures project teams follow established delivery processes, workflows, and methodologies
• Monitors adherence to Agile/Scrum ceremonies and practices across assigned projects
• Maintains project management tools (Asana, Jira) with accurate task statuses, assignments, and priorities
• Conducts regular audits of project workspaces to ensure consistency and completeness
• Flags process gaps or non-compliance to Project Managers and suggests improvements
• Supports onboarding of new team members by ensuring they understand project processes and tools

Task & Sprint Support

• Tracks sprint progress and ensures tasks are updated daily in project management tools
• Follows up with team members on overdue or at-risk tasks
• Identifies blockers and brings them to Project Manager's attention for resolution
• Helps teams prepare for sprint planning by organizing backlog items and ensuring stories are ready
• Supports sprint ceremonies by managing logistics, timers, and documentation
• Monitors sprint burndown and flags concerns about velocity or capacity

Documentation & Asset Management

• Maintains organized project documentation including briefs, requirements, meeting notes, and status reports
• Ensures project folders (Google Drive, Notion) are well-organized and current
• Creates and maintains project templates, checklists, and standard operating procedures
• Archives completed project materials according to established protocols
• Supports Project Managers in preparing status reports and presentations by gathering data and formatting materials

Team Enablement & Support

• Proactively identifies what teams need to be successful and coordinates to provide it (access, resources, information)
• Coordinates onboarding and offboarding of team members from projects (tool access, introductions, knowledge transfer)
• Tracks team availability, time-off, and capacity to support resource planning
• Orders supplies, books travel, or manages other logistics as needed for project success

Quality & Compliance

• Ensures project artifacts meet quality standards before filing or distribution
• Monitors compliance with company policies, security requirements, and client agreements

• Strong organizational and time management abilities with exceptional attention to detail
• Proficiency with project management tools such as Asana, Jira, Monday.com, or similar platforms
• Experience with collaboration tools including Google Workspace, Microsoft Office, Slack, and Zoom
• Basic understanding of Agile/Scrum methodologies and ceremonies
• Familiarity with web development or eCommerce project lifecycles (preferred)
• Ability to work independently and take initiative on process improvements
• Strong written and verbal communication skills for internal team coordination
• Comfortable managing multiple projects and priorities simultaneously

Requirements

• Associate's or Bachelor's degree in Business Administration, Project Management, Communications, or related field
• 1-3 years experience in a project coordination, operations, or administrative role, preferably in a technology, digital agency, or professional services environment
• Experience supporting cross-functional teams in a fast-paced environment
• Demonstrated ability to manage complex schedules and coordinate across multiple stakeholders
• Strong problem-solving skills with a proactive, solutions-oriented mindset
• High proficiency with Google Workspace or Microsoft Office Suite
• Experience with project management software (Asana, Jira, or similar)
• Excellent follow-through and accountability
• Ability to learn quickly and adapt to changing priorities
• Team player with strong interpersonal skills and positive attitude
• Comfort working in a remote or hybrid environment with distributed teams

The duties and responsibilities described here are not a comprehensive list and the scope of the job may change as necessitated by business demands. Anatta Design reserves the right to revise the job description as circumstances warrant.