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Key Responsibilities and Required Skills for IT Infrastructure Project Coordinator

💰 $ - $

ITProject ManagementInfrastructureCloud

🎯 Role Definition

The IT Infrastructure Project Coordinator is responsible for coordinating, tracking and reporting on end-to-end infrastructure delivery activities — including on-premises, cloud, network, storage and security elements — to ensure projects are delivered on time, within scope and on budget. This role acts as the central point of contact between technical teams, business stakeholders and vendors, managing schedules, risks, change control and documentation while enforcing ITIL processes and organizational standards. Ideal candidates combine technical literacy in networking, servers and cloud with strong project administration, stakeholder communication and vendor management capabilities.

📈 Career Progression

Typical Career Path

Entry Point From:

  • IT Support Technician / Desktop Support
  • Junior Network Administrator or Systems Administrator
  • Project Coordinator (non-technical) moving into IT-focused roles

Advancement To:

  • IT Project Manager / Infrastructure Project Manager
  • Infrastructure Program Manager or Service Delivery Manager
  • Technical Delivery Manager / Cloud Migration Lead

Lateral Moves:

  • Business Analyst (IT)
  • Change Manager / Release Manager
  • Vendor or Supplier Relationship Manager

Core Responsibilities

Primary Functions

  • Coordinate and track all phases of IT infrastructure projects (planning, procurement, implementation, testing, cutover and handover), maintaining detailed project schedules, milestone trackers and Gantt plans to ensure timely and predictable delivery.
  • Serve as the primary point of contact for cross-functional stakeholders — including network, server, storage, security, cloud engineering and application teams — to gather requirements, clarify scope, and maintain alignment between business and technical objectives.
  • Manage and document project change control processes, ensuring that scope changes, risk assessments, approvals and impact communications are captured accurately and executed according to governance standards.
  • Lead vendor and supplier coordination: prepare purchase requests, track procurement status, manage delivery timelines, validate vendor deliverables, coordinate on-site vendor work and escalate vendor performance issues when required.
  • Maintain and update project financials and budgets, including cost tracking, invoice verification, budget variance reporting and working with procurement and finance to reconcile project expenditures.
  • Create, maintain and distribute weekly and executive-level status reports, dashboards and KPI summaries (schedule, budget, risk, issues, dependencies) to project sponsors and steering committees.
  • Coordinate and schedule technical activities such as maintenance windows, server builds, network cutovers, SAN expansions and cloud migrations; obtain approvals and communicate planned outages to minimize business impact.
  • Facilitate project-related meetings, capture actionable meeting minutes, track action items to closure and ensure owners deliver on commitments; prepare agendas and follow-up status notes.
  • Support testing and validation activities (integration, system, user acceptance testing) by organizing test plans, tracking defects, coordinating remediation and validating test completion criteria.
  • Manage resource allocation and capacity planning, coordinating assignments between internal teams and contractors and escalating resource constraints to project leadership.
  • Maintain comprehensive project documentation and runbooks (installation guides, configuration baselines, network diagrams, IP addressing plans, cutover checklists and rollback procedures) to support repeatable deployments and operational handover.
  • Monitor and escalate project risks and issues, maintain a risk register, propose mitigation strategies and coordinate execution of contingency plans to preserve project timelines and service stability.
  • Coordinate compliance and security requirements within projects (patch schedules, vulnerability assessments, access controls, audit artifact collection) and liaise with security and compliance teams to ensure controls are in place.
  • Support configuration and change management by updating the CMDB / asset inventory, tracking configuration items, ensuring accurate asset tagging and coordinating lifecycle updates (provisioning, upgrades, decommissioning).
  • Coordinate incident-to-change transitions, ensuring that high-impact incidents are captured, root causes are incorporated into project plans and permanent fixes are managed through project workflows.
  • Assist with capacity planning and performance monitoring activities by collecting utilization data, coordinating analysis with engineering teams and scheduling infrastructure upgrades as required.
  • Manage logistics for deployments and migrations (hardware staging, remote site coordination, shipping and receiving, rack & stack scheduling) to ensure resources and equipment are ready when required.
  • Support automation and infrastructure-as-code initiatives by coordinating tasks between automation engineers and platform teams, tracking IaC deployments, and ensuring rollback plans are available.
  • Ensure delivery of training materials, operational handovers and knowledge transfer sessions to operations and support teams; coordinate post-deployment hypercare and follow-up reviews.
  • Maintain adherence to service level agreements (SLAs) and operational level agreements (OLAs) during projects, tracking SLA impacts, coordinating remediation steps and reporting on service performance to stakeholders.
  • Prepare and coordinate cutover plans and runbooks for production migrations, including detailed timelines, roles and responsibilities, communication plans and rollback criteria to minimize business disruption.
  • Track and report on project compliance with internal and external audit requirements; prepare evidence packages and coordinate auditor access related to infrastructure changes.
  • Drive continuous improvement by capturing lessons learned, producing project post-mortem reports and recommending process improvements to streamline future infrastructure deliveries.
  • Coordinate license and subscription renewals related to project deliverables, validate licensing models, and liaise with procurement to ensure license compliance and budgeting.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis.
  • Contribute to the organization's data strategy and roadmap.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.
  • Assist operations teams with runbook updates and documentation cleanup following deployment.
  • Coordinate minor operational tasks such as patch scheduling, backup verification and routine capacity checks in coordination with engineering.
  • Support audit preparation by collating configuration snapshots, access logs and change histories as required.
  • Facilitate cross-team workshops and stakeholder alignment sessions to refine non-functional requirements (availability, resilience, performance).
  • Provide project coordination support for disaster recovery planning and tabletop exercises.
  • Assist in maintaining vendor performance scorecards and contract deliverable tracking.

Required Skills & Competencies

Hard Skills (Technical)

  • Project coordination and project administration (scheduling, status reporting, risk & issue tracking) using MS Project, Smartsheet or equivalent.
  • Familiarity with ITIL processes (Change Management, Incident Management, Configuration Management) and experience coordinating within ITSM tools such as ServiceNow, Remedy or Jira Service Desk.
  • Practical understanding of networking fundamentals (TCP/IP, routing, switching, VLANs), WAN/LAN deployment coordination and network cutover support.
  • Exposure to server and storage infrastructure (Windows Server, Linux, VMware/Hyper-V, SAN/NAS concepts) and coordinating related build activities.
  • Experience coordinating cloud infrastructure projects (AWS, Azure or Google Cloud) including VM provisioning, networking and migration activities.
  • Basic scripting or automation literacy (PowerShell, Bash) to understand automation deliverables and validate runbooks.
  • Familiarity with infrastructure-as-code tools and processes (Terraform, ARM templates, CloudFormation) from a coordination standpoint.
  • Experience working with ticketing and collaboration tools (JIRA, Confluence, Slack, Teams) to manage deliverables and documentation.
  • Vendor and contract coordination experience, including purchase order tracking, SOW coordination and service delivery validation.
  • Budget tracking and basic financial reporting for projects (cost tracking, forecasting, invoice validation).
  • Experience updating and maintaining CMDBs and asset inventories; understanding of configuration item relationships and lifecycle.
  • Knowledge of security and compliance basics (patch management, vulnerability remediation, access control) for effective coordination with security teams.

Soft Skills

  • Strong written and verbal communication skills, capable of preparing executive-level summaries and detailed technical runbooks.
  • Excellent stakeholder management and interpersonal skills; able to balance competing priorities across technical and business teams.
  • Proven organizational skills and meticulous attention to detail when managing schedules, documentation and change records.
  • Analytical thinker with practical problem-solving skills to escalate, triage and recommend mitigation strategies for project impediments.
  • Time management and prioritization under tight deadlines; ability to coordinate multiple concurrent projects and cutovers.
  • Collaborative team player who can build rapport with engineers, vendors and business stakeholders.
  • Adaptability and resilience in dynamic environments (e.g., unplanned outages, shifting priorities during migrations).
  • Customer-centric mindset focused on minimizing business disruption and delivering smooth operational handovers.
  • Negotiation and influencing skills to drive vendor performance and secure cross-team commitments.
  • Facilitation and meeting leadership skills to efficiently run status meetings, workshops and post-mortems.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree in Computer Science, Information Technology, Information Systems, Engineering, or equivalent experience.

Preferred Education:

  • Certifications such as PMP, Prince2 Foundation/Practitioner, ITIL Foundation, or vendor/cloud certifications (AWS Cloud Practitioner, Microsoft Azure Fundamentals).

Relevant Fields of Study:

  • Computer Science
  • Information Technology / Information Systems
  • Network Engineering
  • Electrical/Computer Engineering
  • Business Management (with IT focus)

Experience Requirements

Typical Experience Range:

  • 2–5 years coordinating IT or infrastructure projects; 3+ years preferred for mid-level roles.

Preferred:

  • 5+ years of experience supporting infrastructure programs or technical project teams, with demonstrated exposure to cloud migrations, data center moves, network deployments, or large-scale server/storage projects.
  • Prior experience using enterprise ITSM and project management tools (ServiceNow, JIRA, MS Project/Smartsheet).
  • Experience working with third-party vendors and hardware vendors (Cisco, Dell/EMC, HPE) and coordinating multi-vendor deliveries.
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