Project Coordinator

About the role

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.

Responsibilities

• Provide administrative and operational support to project teams, including document preparation, data entry, recordkeeping, and file management.
• Aid in 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.
• Cook up 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.
• Aid 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.
• 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.

Qualifications

• 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.

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.