Company Overview
Office Essentials is a two-time “Best Place To Work Winner,” dedicated to fostering a positive and dynamic work environment. We believe that happy employees lead to happy customers, and we are committed to supporting our team members in their professional growth and success.
Business Systems & Project Coordinator
SUMMARY
The IT Project & Business Systems Coordinator is responsible for managing the lifecycle of projects, initiatives, and operational work across the organization. This role serves as a central point of coordination between departments, business stakeholders, vendors, and IT resources to ensure projects remain on track, priorities are aligned, and work is completed successfully.
While this position resides within the IT department, the primary focus is project coordination, execution, communication, and accountability rather than hands-on technical work.
RESPONSIBILITIES
Project Management
- Coordinate multiple projects simultaneously across departments including Operations, Customer Service, Sales, Pricing, Finance, and IT.
- Develop project plans, timelines, task lists, and follow-up schedules.
- Track project status, risks, dependencies, and outstanding action items.
- Facilitate project meetings and communicate progress to stakeholders.
- Ensure project deliverables are completed on time and meet business expectations.
- Escalate roadblocks and identify solutions to keep projects moving forward.
Work Intake & Prioritization
- Serve as the central intake point for operational and IT-related requests.
- Evaluate new requests and route them to appropriate resources.
- Maintain visibility into all active work and priorities.
- Ensure requests do not become stale or abandoned.
- Provide regular status updates to requestors and leadership.
Business & Vendor Coordination
- Work directly with business users to understand requirements and desired outcomes.
- Coordinate activities between departments and external vendors.
- Track vendor deliverables and follow up on open items.
- Assist with documentation, training materials, and process improvements.
IT Coordination & Support
- Maintain awareness of IT operational activities and support priorities.
- Assist with coordination of helpdesk requests and workload management.
- Provide basic Level 1 support coverage when needed during vacations, absences, or high-volume periods.
- Document common support procedures and workflows.
- Act as a liaison between business users and technical resources.
WHAT SUCCESS LOOKS LIKE
- Projects consistently stay organized and move forward.
- Stakeholders always know the status of their requests.
- Cross-functional initiatives are delivered on time.
- IT and business teams communicate effectively.
- Work is visible, prioritized, and tracked.
- Follow-up is proactive, reducing delays and missed commitments.
- Leadership has confidence that important initiatives are progressing without constant oversight.
PREFERRED QUALIFICATIONS
Required
- Strong project management and organizational skills.
- Excellent written and verbal communication abilities.
- Ability to manage multiple priorities simultaneously.
- Strong follow-up and accountability mindset.
- Experience coordinating projects, workflows, or business operations.
Preferred
- Experience working with ticketing or work management systems.
- Exposure to ERP, CRM, or other business applications.
- Basic understanding of IT support processes.
- Experience working with vendors and third-party service providers.
- Familiarity with Microsoft 365 and business productivity tools.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- 1. Please begin your response with the word "Coordinator" and briefly explain why this position interests you.
2. Describe a project you personally coordinated. What was your role and how did you keep the project on track?
3. This role requires managing multiple projects, requests, and stakeholders simultaneously. What methods or tools do you use to stay organized and ensure follow-up on outstanding items?
Work Location: In person
