Project Coordinator (MSP Projects) - Virtually Support Clients in USA

Company Information

At Bit By Bit, we’ve been helping organizations thrive since 1987. Originally founded as a database application development and networking company, we’ve grown into a full-service IT firm and a recognized leader in delivering reliable, cost-effective managed IT services across the Tri-State area.

Our team specializes in building and managing solutions that solve critical business challenges. With a unique blend of business technology expertise, certified technicians, and proven processes, we provide our clients with tailored IT solutions that improve productivity, strengthen security, streamline communications, and reduce costs. Beyond technology, our culture is rooted in humility and curiosity, and our vision is simple: to help untangle people and process challenges so businesses can move forward with confidence.

Role Summary

We are seeking a highly organized and proactive Project Coordinator to help keep multiple client technology projects moving from planning through execution and handoff. You will work closely with project managers, engineers, service teams, vendors, and clients to coordinate resources, track milestones and dependencies, maintain project documentation, communicate status, and ensure next steps are clear and completed.

This is not simply an administrative coordination role. You will be part of the team responsible for moving real client IT projects forward in a fast-paced MSP environment. The role offers broad exposure to project delivery, client communication, technical teams, and the operating rhythms of a U.S.-based technology services company.

Work Arrangement

• Remote position based in the Philippines or Indonesia.

• Full-time schedule aligned with U.S. Eastern Time (9:00 AM – 6:00 PM ET), which means nighttime working hours in the Philippines and Indonesia.

• Regular interaction with U.S.-based clients, engineers, project leaders, and other internal teams.

• Reliable high-speed internet and a professional remote working environment are required.

What Success Looks Like

• Projects have clear owners, milestones, dependencies, timelines, and next actions.

• Engineers and other contributors know what they are responsible for and when their work is scheduled.

• Clients receive timely, professional, and easy-to-understand updates.

• Risks, delays, and stalled tasks are identified early and escalated appropriately.

• Project documentation is accurate, current, and easy for others to use.

• Completed projects transition cleanly into ongoing support with proper documentation and knowledge transfer.

• Project managers can rely on you to independently follow up, organize work, and keep projects moving.

Duties and Responsibilities

Project Coordination & Delivery

• Support project initiation, scope clarification, and Statement of Work (SOW) documentation for multiple client projects simultaneously.

• Coordinate resources across project engineering, service desk, NOC/SOC, vendors, and other internal teams to support project execution.

• Track milestones, deliverables, dependencies, risks, action items, and decisions using  project management tools.

• Maintain clear ownership and next actions across projects and proactively follow up with responsible parties.

• Identify stalled work, missed commitments, resource conflicts, or emerging risks and escalate them before they affect delivery.

• Assist with project budgeting, forecasting, scheduling, and tracking work against financial expectations.

• Coordinate engineering time with resource/dispatch teams and help resolve scheduling conflicts.

• Support project meetings by preparing agendas, documenting decisions, capturing action items, and following through on commitments.

MSP Operational Alignment

• Ensure project work is properly logged, scheduled, and tracked through the MSP’s project management, PSA, ticketing, and related operational systems.

• Maintain awareness of client SLAs and operational commitments so project activity does not unnecessarily disrupt ongoing support.

• Work with the PMO and project leaders to follow project governance, change management, documentation, security, and data-handling standards.

• Coordinate device provisioning, deployments, migrations, upgrades, and other implementation activities as required by the project plan.

• Support clean handoffs from project teams to service desk/operations after completion, including documentation, asset updates, open issues, and knowledge transfer.

Client & Stakeholder Communication

• Act as a communication bridge between clients, project managers, engineers, vendors, and internal service teams.

• Provide clear and timely project updates covering progress, upcoming milestones, risks, decisions, and changes to timelines.

• Communicate confidently and professionally with U.S.-based clients through email, Microsoft Teams, and project meetings.

• Translate project status and technical information into clear, client-friendly language.

• Follow up on client decisions, approvals, questions, and commitments that may affect project timelines.

• Help manage expectations across client leadership and technical teams while maintaining a high standard of customer service.

Documentation, Quality & Closeout

• Prepare and maintain client-facing project documentation, runbooks, SOPs, schedules, meeting notes, and status reports.

• Support user acceptance testing (UAT), final validation, and readiness activities where applicable.

• Ensure project closeout activities are completed, including documentation updates, ticket closure, asset updates, outstanding-item tracking, and lessons learned.

• Help ensure final deliverables and documentation meet agreed project and internal quality standards.

Requirements

Required Qualifications

• 2–4+ years of experience in project coordination, project administration, or project management, ideally in technology or professional services.

• Demonstrated ability to coordinate multiple p