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Project Administrator / Coordinator

STN Incorporated

Pleasanton, CA

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JOB DETAILS
JOB TYPE
Full-time
SKILLS
Administrative Skills, Analysis Skills, Artificial Intelligence (AI), Atlassian JIRA, Auditing, Billing, Bridge Building, Business Support, Calendar Management, Cellular Telephone, Cloud Computing, Communication Skills, Consulting, Contract Management, Contract Review, Customer Relations, Detail Oriented, Documentation, Enterprise Protection, Follow Through, Health Plan, Information Technology & Information Systems, Internet Security, Interpersonal Skills, Inventory Management, Leadership, Leading Edge Technology, Logistics, Meeting Minutes, Microsoft Excel, Microsoft Word, On Site Support, Operational Support, Operations Management, Organizational Skills, Project Close-Out, Project Engineering, Project Schedule, Project Tracking, Project/Program Coordination, Project/Program Management, Reporting Dashboards, Risk Analysis, Service Delivery, Statement of Work (SOW), Team Player, Technical Leadership, Technical Strategy, Technical Support, Time Management, Time Tracking, United States Department of Energy (DOE), Workflow Analysis
LOCATION
Pleasanton, CA
POSTED
1 day ago

Project Coordinator

Location: Onsite – Pleasanton, California
Report To: Project Management Operations

At STN, we don't just adapt to the digital future, we engineer it. Our mission is to help organizations thrive in a rapidly evolving technology landscape through strategic insight, cutting-edge solutions, and a security-first mindset. We provide end-to-end services spanning cloud consulting, AI infrastructure, and enterprise security, enabling secure, scalable, and future-ready transformation.

As trusted advisors, we align IT investments with business outcomes that drive performance and growth, starting with deep strategic engagement and delivering tailored solutions built for long-term impact.

Our approach is innovation-led and rooted in cybersecurity, with a focus on leveraging the right technologies to solve real-world challenges. We invest in our people and foster a culture of growth, inclusion, and purpose because we believe empowered teams build transformative technology.

Overview
This role supports scheduling, logistics, project coordination, ticket and time management, project setup and initiation, and cross-team communications across multiple customers and internal teams. The Project Coordinator works closely with the Project Management Office, Engineering, and leadership teams to ensure projects and ongoing service work remain organized, visible, and moving forward.

This position is operational and execution-focused and is not required to follow a traditional Project Manager career path. The role provides broad exposure to IT service delivery, customer engagement, and internal operations, with growth opportunities based on individual strengths and business needs.

Key Responsibilities

Project Coordination & Initiation
  • Coordinate and schedule IT projects across multiple teams and customers
  • Assist with project setup and initiation, including:
  • Customer handoff acknowledgement
  • Resource assignment and PM alignment
  • Project setup in Jira including service codes, SOWs, and ticket assignment
  • Scheduling internal and external kickoff meetings
  • Review statements of work and orders to ensure appropriate resource assignment and project setup
  • Maintain required project documentation and ensure alignment with company standards
Managed Services & Ticket Operations
  • Manage ticket and hours tracking for managed service contracts
  • Audit managed services hours on a weekly and quarterly basis
  • Review contract hours for billing accuracy and project alignment
  • Review open managed service tickets to remove blockers and ensure timely updates
  • Handle escalated managed service tickets and coordinate resolution with engineering teams
  • Communicate managed service ticket updates to customers as needed
Communication & Stakeholder Support
  • Serve as a communication bridge between project managers, engineers, and clients
  • Prepare meeting agendas, notes, and action item summaries
  • Follow up on outstanding communications and action items
  • Manage multiple calendars and dashboards for internal and customer-facing communications
  • Work with vendors, clients, and internal teams to coordinate access, track progress, and confirm timely project closeout
Project Health & Reporting
  • Work with Technical Project Managers and the Technical Program Manager to monitor project health
  • Update project status, customer documentation, and coordinated systems within Jira and other company tools
  • Assist with identifying risks, delays, or gaps and escalate as appropriate
Operational & Onsite Support
  • Provide administrative and operational support to the Project Management Office and Engineering teams
  • Provide hands-on assistance at headquarters as needed, including:
    • Hardware staging
    • Managing device inventory
    • Perform other related duties as assigned

Experience & Qualifications

Required
  • 2+ years of experience in project coordination, operations, or general business support roles
  • Strong organizational, time-management, and follow-through skills
  • Process-oriented with the ability to simplify complex workflows
  • Strong analytical and critical thinking skills
  • High proficiency with Word and Excel and comfort working across multiple technology systems
  • Detail-oriented with the ability to meet deadlines in a fast-paced environment
  • Strong interpersonal and communication skills with both internal and external stakeholders
Preferred
  • Previous experience in information technology, managed services, or related technical environments
  • Experience with Jira and Confluence
  • Familiarity with ticketing systems and time tracking

Compensation

  • Full-Time, Exempt
  • $70,000-$90,000/year, DOE

Benefits

  • Health Coverage – Medical, Dental & Vision
  • FSA Health and Dependent Care available
  • 401(k) Plan
  • Unlimited Paid Time Off (PTO)
  • Observed Holidays Paid
  • Cell Phone Allowance
  • Collaborative, growth-driven culture
This role provides broad exposure to IT service delivery, managed services operations, and customer engagement. Career growth is flexible and may include opportunities in customer success, technical administration, service delivery operations, or project operations based on performance and interest.

Candidates must be U.S. Citizens or Permanent Residents. We are unable to provide sponsorship at this time.

Employment is contingent upon the successful completion of a background check and reference verification. All applicants must be authorized to work in the United States on a full-time basis.

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About the Company

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STN Incorporated

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