Project Coordinator

Project Coordinator

Company: CarverBeth, LLC

Location: Hybrid/Remote (non-roaming) – Fort Meade, Maryland area preferred

Employment Type: Full-Time

Salary Range: $65,000 – $80,000 annually

Reports To: Project Manager / Program Manager

Travel: Domestic travel may be required based on project needs

Schedule: Full-time; occasional flexibility outside normal business hours may be required to support projects across multiple time zones

Clearance/Security Requirements: Minimum of Secret with ability to obtain Top Secret

Work Authorization: Must be a U.S. Citizen

Position Summary

As a Project Coordinator with CarverBeth, you will support the planning, scheduling, coordination, and execution of multiple IT and telecommunications projects across domestic and international locations. Working closely with Project Managers, technical teams, customers,

government stakeholders, subcontractors, and vendors, you will help ensure project activities, resources, dependencies, schedules, documentation, and deliverables remain aligned with contractual requirements and program milestones.

This role has a strong focus on multi-site project coordination, scheduling, site readiness, project controls, documentation, logistics, and reporting. The Project Coordinator will also help improve efficiency across projects by identifying opportunities to standardize processes, develop reusable tools and templates, streamline recurring activities, and apply lessons learned across programs.

The successful candidate will be highly organized, detail-oriented, proactive, and comfortable managing multiple priorities and geographically dispersed teams in a fast-paced project environment.

Key Responsibilities

• Coordinate project activities across multiple CONUS and OCONUS/global sites, serving as a central point of coordination among Project Managers, technical teams, customers, government stakeholders, vendors, subcontractors, and site personnel.
• Develop, maintain, and update detailed project schedules using Microsoft Project, including milestones, dependencies, durations, resources, critical paths, and planned completion dates.
• Support the development and maintenance of Integrated Master Schedules (IMS), ensuring individual project and site schedules align with overall program milestones, dependencies, and contractual requirements.
• Track multiple projects and sites simultaneously from planning and site readiness through implementation, testing, acceptance, and closeout.
• Coordinate site readiness activities, including site access, personnel availability, travel, equipment and material delivery, technical prerequisites, installation windows, and customer availability.
• Coordinate and track site access and country/theater clearance requirements for CONUS and OCONUS project activities, including Visit Authorization Requests (VARs), Aircraft and Personnel Automated Clearance System (APACS) requests, Base Access Control Office (BACO) requirements, installation access, and other applicable host-country, combatant command, theater, installation, or customer-specific clearance and access requirements.
• Coordinate with travelers, security personnel, government points of contact, site representatives, and other stakeholders to ensure required access and clearance documentation is submitted accurately and within required lead times.
• Track the status, approval, expiration, and renewal of site access requests and country/theater clearances and identify potential access-related impacts to project schedules, travel, and implementation activities.
• Identify scheduling conflicts, dependencies, delays, resource constraints, access issues, and potential roadblocks; assess their impact and communicate concerns to Project Managers and appropriate stakeholders.
• Coordinate internal resources, vendors, subcontractors, and site personnel to support timely execution of project activities and achievement of milestones.
• Maintain comprehensive project and site trackers using Microsoft Excel and other approved tools, including schedules, action items, deliverables, site status, risks and issues, resource requirements, dependencies, access requirements, and completion metrics.
• Utilize Microsoft Project, Excel, SharePoint, Teams, Visio, Smartsheet, and other Microsoft 365 applications to support scheduling, project controls, documentation management, workflow tracking, collaboration, and reporting.
• Coordinate project meetings, technical reviews, site readiness reviews, implementation and cutover activities, and other project events. Prepare agendas, meeting minutes, action logs, decisions, and follow-up items and track actions through completion.
• Maintain project documentation repositories and ensure schedules, trackers, deliverables, technical documentation, meeting records, access documentation, and other project records are current, accurate, properly version-controlled, and accessible to authorized personnel.
• Prepare weekly and monthly project status reports, dashboards, schedule updates, site status summaries, and other project performance information for Project Managers, customers, and leadership.
• Track project milestones, action items, deliverables, and other commitments against contractual and program requirements and escalate potential schedule or performance concerns.
• Coordinate the preparation, review, tracking, and submission of project documentation, technical documentation, and contractual deliverables.
• Support procurement and logistics activities by tracking equipment, materials, shipping requirements, delivery dates, site receipt, and other dependencies necessary for project execution.
• Maintain project risk and issue logs, track mitigation and resolution activities, coordinate follow-up actions, and monitor items through closure.
• Assist Project Managers with resource planning, project controls, reporting, funding and procurement coordination, documentation, and other activities necessary to maintain project performance.

Process Improvement & Cross-Project Efficiency

• Identify opportunities to improve efficiency across projects by standardizing schedules, trackers, templates, workflows, reporting processes, documentation practices, and coordination activities.
• Develop and maintain reusable project tools, templates, checklists, processes, and best practices that improve consistency, visibility, and efficiency across projects and sites.
• Analyze recurring project issues, lessons learned, schedule impacts, and operational challenges to identify opportunities for process improvement and apply successful practices across current and future projects.
• Identify opportunities to streamline or automate recurring project coordination, reporting, status tracking, documentation, and workflow activities using Microsoft 365, SharePoint, Smartsheet, and other approved tools.
• Promote consistent and repeatable approaches across projects for scheduling, site readiness, access coordination, status reporting, action tracking, risk and issue management, documentation, implementation, and project closeout.
• Support continuous improvement initiatives that increase project visibility, reduce administrative effort, improve coordination, and enable Project Managers and technical teams to operate more efficiently.

Compliance & Operational Support

• Support compliance with CarverBeth procedures, contractual requirements, documentation standards, version control and configuration management practices, security requirements, and applicable government policies.
• Coordinate effectively across multiple time zones and international locations, including occasional flexibility outside normal business hours when required to support global project activities.
• Perform additional project coordination, administrative, operational, and process-improvement duties based on program and business needs.

Required Qualifications & Skills

• Strong organizational and time-management skills with the ability to coordinate multiple projects, sites, priorities, and stakeholders simultaneously.
• Proficiency with Microsoft Project and Microsoft Excel, including the ability to develop and maintain project schedules, trackers, reports, and project data.
• Working knowledge of Microsoft 365 applications, including Teams, SharePoint, and Visio, as well as Smartsheet or similar project management and collaboration tools.
• Ability to track project milestones, dependencies, action items, risks, issues, resources, and deliverables through completion.
• Strong written and verbal communication skills with the ability to coordinate effectively with Project Managers, technical teams, customers, government stakeholders, vendors, subcontractors, and leadership.
• Strong attention to detail and demonstrated ability to maintain accurate project schedules, documentation, meeting records, status reports, trackers, and other project records.
• Ability to work independently, take initiative, proactively follow up on outstanding actions, identify potential problems, and escalate schedule or project impacts when appropriate.
• Ability to identify inefficiencies and develop practical, repeatable solutions that improve project coordination, reporting, documentation, and execution.
• Ability to work effectively across multiple time zones and with geographically dispersed teams while adapting to changing priorities and project requirements.

Preferred Qualifications

• Experience supporting IT, telecommunications, federal/DoD, or other technical implementation projects.
• Experience coordinating multi-site or geographically dispersed project implementations.
• Experience supporting Integrated Master Schedules (IMS), project controls, critical-path scheduling, or related schedule-management activities.
• Experience coordinating site access, travel, logistics, resources, equipment, materials, and project/site readiness activities.
• Experience coordinating DoD or federal site access and OCONUS travel requirements, including VARs, APACS requests, BACO processes, installation access, country clearances, theater clearances, and related approval processes.
• Experience coordinating with security personnel, government points of contact, installations, and international sites to resolve access and travel requirements within required lead times.
• Experience developing standardized project templates, dashboards, workflows, reporting tools, or other process improvements used across multiple projects.
• Experience working with government customers, subcontractors, vendors, and technical delivery teams.
• Familiarity with federal contracting environments, contractual deliverables, configuration management, documentation control, and security requirements.

Physical & Work Environment Requirements

This position primarily involves computer-based work in a professional office or remote work environment. The employee must be able to communicate effectively through virtual collaboration platforms and work with geographically dispersed teams. Depending on project requirements, occasional travel to customer, government, vendor, or project sites may be required.

Compensation & Benefits

The anticipated salary range for this position is $65,000 – $80,000 annually, depending on experience, qualifications, location, contractual requirements, and other job-related factors.

CarverBeth offers a competitive benefits package, including medical, dental, vision, retirement plan, paid time off, paid holidays, professional development, and other company benefits.

Equal Employment Opportunity

CarverBeth is an equal opportunity employer. Employment decisions are made without regard to legally protected characteristics and in accordance with applicable federal, state, and local laws.

Note: This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified based on business, contractual, and program requirements.