Project Coordinator

About Arc:

Arc Systems is a Managed Service Provider (MSP) delivering IT, cloud, network and security services to businesses. We are growing our Project Management Office (PMO) so that every customer project is planned properly, delivered on time and handed over cleanly to our support teams.

Role Overview

The Project Coordinator supports the delivery of customer and internal IT projects, from small installs and upgrades through to larger migrations and infrastructure rollouts. You will keep projects organised, keep people informed and make sure the detail is right, working closely with pillar heads, engineers, account managers and customers.

The Project Coordinator’s role at Arc is to:

• plan, schedule and coordinate projects so they are delivered on time, within budget and to the agreed scope,
• be a clear and reliable point of contact for customers and internal teams throughout each project, and
• keep project records, reporting and our PSA (Autotask) tool accurate, and help the PMO improve how we deliver.

Key Responsibilities

• Coordinate customer and internal IT projects from handover through to closure.
• Set up and maintain projects in Autotask, including plans, tasks and budgeted hours.
• Schedule engineers and coordinate suppliers, customers and internal teams.
• Arrange kick-off meetings, pulse calls and project documentation.
• Track progress, risks, issues and dependencies, escalating where needed.
• Keep customers informed and manage expectations with regular updates.
• Monitor time and cost and flag billing milestones to Finance.
• Support Project Managers on larger and more complex projects.
• Help improve PMO processes, templates and ways of working.

Results / Measures

1. Projects delivered on time, scope and quality.

2. Every project meets the PMO Framework document

3. Project information in Autotask is accurate and current

4. Risks, changes and overruns raised early

5. Positive customer and colleague feedback

Competencies Needed

Software & Technology

Hands-on use of a PSA tool, ideally Autotask, plus:

• Microsoft 365, Teams and SharePoint
• Excel (comfortable with tracking and simple reporting)
• Microsoft Project or a similar planning tool
• Power BI (desirable)

A working understanding of MSP services: networks, firewalls, Wi-Fi, Microsoft 365, Azure, servers and endpoints. You do not need to be an engineer, but you need to follow the technical conversation.

Knowledge & Experience

• Experience coordinating IT projects, ideally in an MSP or IT services business
• Able to manage several projects and priorities at once
• Good understanding of the project lifecycle, SOWs, change control and RAID logs
• Confident dealing with customers, suppliers and technical teams
• Exposure to project management methodologies

Key Behaviours

Organised and reliable, with a strong eye for detail. Clear, confident communicator with customers and engineers alike. Proactive, follows through on actions, raises problems early and is keen to grow with a developing PMO.

What We Offer:

• A dynamic and supportive working environment.
• Opportunities for career progression within the company.
• Ongoing training and professional development.
• Competitive salary

Key Points:

Diversity & Inclusion: We celebrate diverse backgrounds and perspectives; they make us stronger. If you’re excited about this role, apply even if your experience doesn’t align perfectly. If not this one, you could be just the right fit for other roles we are recruiting for. We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

UK Right to Work:

All applicants must have the right to live and work in the UK. We cannot offer sponsorship at this time.

Accessibility:

We are committed to providing reasonable adjustments for any candidates with disabilities. If you require adjustments, please outline these requirements in your application.

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