Project Coordinator

• Project Coordinator

WHAT FLEXWARE DOES

Manufacturers are the backbone of innovation - powering industries, improving lives, and keeping the world moving forward. That’s where Flexware Innovation comes in. Behind every great product is a complex web of machines, technology, data, and people working together to make it happen. Flexware partners with manufacturers to guide their strategy and execute the solutions that bring it to life. Founded in 1996, Flexware’s teams of talented advisors and engineers leverage technology across industrial controls, manufacturing systems integration, software development, data engineering and management, and the ever-evolving landscape of emerging technologies. Flexware is made up of problem-solvers, builders, and collaborators who care deeply about doing work that matters. We roll up our sleeves, dive into the details, and create solutions that stand the test of time, because our customers count on us to keep production moving. Today, Flexware is growing with fresh momentum and purpose. We’re investing in innovation, in our people, and in a culture where you can do your best work while living a balanced, meaningful life. what you will do Department: Managed Services Reports To: Team Lead, PMO The Project Coordinator supports the delivery of projects within the methodology, practices and procedures of Flexware’s project management system. Working alongside experienced Project Managers, the Project Coordinator handles the day-to-day mechanics of project delivery (schedules, budget tracking, RAID logs, procurement, documentation and status reporting) while building the skills needed to manage projects independently. This is a development role: the Project Coordinator will learn the principles of Delivery Excellence hands-on and take on increasing ownership of projects and workstreams over time. The position calls for strong organization, attention to detail, and clear communication. Successful candidates are curious, proactive, and reliable in their follow-through; they ask good questions, raise concerns early, and are eager to learn. They bring energy and a sense of urgency, follow ethical practices, and place Flexware Innovation values at the center of all activities.

Key Responsibilities

• Scope management
• Participate in internal and external handoff meetings; document objectives, assumptions, and constraints
• Help maintain the scope baseline and track deliverables against acceptance criteria
• Log potential scope changes and support the Project Manager in preparing change requests and impact analysis
• Coordinate deliverable reviews and collect stakeholder sign-offs
• Schedule management
• Build and maintain project schedules in Smartsheet under Project Manager guidance (milestones, tasks, dependencies)
• Collect progress updates from team members and keep schedules current
• Flag potential slippage early and help prepare recovery options for Project Manager review
• Budget / cost tracking
• Track actual hours and expenses against plan; reconcile time entries and flag variances
• Prepare budget and forecast summaries for Project Manager review
• Support change-order documentation and track billing milestones
• Coordinate with finance on invoicing inputs, purchase records, and cost data
• Risk and issue tracking
• Maintain the RAID log (risks, assumptions, issues, decisions); follow up with owners on open items and due dates
• Help identify risks and contribute to probability/impact assessments
• Escalate concerns to the Project Manager promptly, with the relevant facts in hand
• Capture lessons learned and support project retrospectives
• Procurement and vendor coordination
• Coordinate quotes, purchase requests, and order tracking for equipment, materials, and services
• Track vendor lead times and deliverables against project milestones
• Verify receipt and document shortages, defects, and returns; follow through to resolution
• Communications and documentation
• Schedule meetings, prepare agendas, and capture minutes, decisions, and action items
• Draft weekly status reports (progress, risks/issues, decisions needed, next steps) for Project Manager review
• Maintain project documentation, files, and records in an organized and accessible state
• Serve as a responsive point of contact for routine client and team requests
• Team coordination
• Coordinate onboarding logistics such as site access, credentials, safety requirements, and travel
• Track team assignments and availability; surface conflicts to the Project Manager
• Clear routine blockers so technical team members can stay focused on delivery
• Professional development
• Learn and apply Flexware’s project management methodology, tools, and templates
• Shadow Project Managers in client meetings, change negotiations, and project recovery efforts to build those skills over time
• Progressively take ownership of smaller projects or workstreams as experience grows

WHAT YOU MIGHT HAVE DONE BEFORE

• Bachelor’s degree in Engineering, Business, or a related technical or business field, and/or equivalent work experience.
• 2–4 years of professional experience; project coordination or project management exposure is a plus but not required.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Solid English verbal and written communication skills.
• Proficiency with Microsoft Office, particularly Excel; experience with Smartsheet or similar tools a plus.
• Genuine interest in developing a career in project management.
• Up to 20% travel may be required

Equal Opportunity Employer (EOE)-Females/Minorities/Protected Veterans/Individuals with Disabilities

If you need a reasonable accommodation to apply for a job at Flexware Innovation, please send the nature of request and contact information to resumes@flexware.com.