Project Coordinator

Job Description

Advantexe Project Coordinator

Role Summary

The Project Coordinator is the operational backbone of the Advantexe Strategic Account team, ensuring that all client engagements run smoothly from planning to delivery. This role provides essential administrative, logistical, and coordination support, leveraging other account team members to focus on client strategy, solution design, and execution.

The Project Coordinator works closely with the Account Manager, Instructional Designer, Simulation Portfolio Manager, and the Program Instructor to deliver exceptional client experiences while meeting revenue, margin, and quality goals.

Key Responsibilities

Logistical Coordination

Schedule client meetings, workshops, and simulation sessions.

Manage calendars, invites, and follow-up communications.

Coordinate with the Logistics & Admin Center of Excellence (COE) for venue bookings, platform setup, and materials distribution.

Project Tracking & Documentation

Maintain the project plan, timelines, and status updates in Monday.com and SharePoint (or other PM tools).

Provide weekly status reports to clients of large, custom projects

Record and track action items, owners, and due dates.

Ensure all deliverables are uploaded, archived, and version-controlled.

Develop, maintain, and deploy program “Control Panels” (standard forms that provide the delivery team with essential information to successfully deliver the client solution

Create and maintain project SOP documents

Fill in weekly toggl data

Client Support

Serve as the first point of contact for client scheduling and administrative questions.

Support client onboarding and technology access for simulation platforms.

Act as the Virtual Learning Producer on scaled “rinse and repeat” programs on occasion

Financial & Reporting Support

Assist with tracking project budgets and expenses.

Support the Account Manager with billing, invoicing, and revenue recognition processes.

Quality Assurance

Support pre-delivery QA checks for simulations, decks, and other materials.

Ensure client-facing materials meet Advantexe quality standards.

Required Skills & Qualifications

Strong organizational skills with exceptional attention to detail.

Proficiency in scheduling tools, project management software (Monday), and MS Office (PowerPoint, Word, and Excel).

Excellent written and verbal communication skills.

Ability to manage multiple projects simultaneously and adapt to shifting priorities.

Comfortable working in a fast-paced, client-facing environment.

Experience in professional services, training, or events coordination preferred.

Ability to work on and support client outside of “normal” working hours, as some of Advantexe’s clients are international

Minimum education level:

Bachelor’s degree preferred (Business Administration, Project Management, Communications, or related field).

Associate degree acceptable if paired with strong relevant work experience (e.g., coordinating corporate training, managing client deliverables, or supporting project timelines).

Key Success Metrics

On-time delivery of all assigned client projects.

Positive feedback from Project team members and clients on responsiveness and support.

High accuracy and attention to detail in logistics, documentation, and QA.

Contribution to the account team’s overall revenue, margin, and quality scorecard performance.

Work Location, Hybrid Flexibility, and Compensation

The Project Coordinator job is located in Advantexe’s world headquarters in Conshohocken, Pennsylvania. The expectation is that the Project Coordinator is in the office at least three days a week (Tuesday, Wednesday, and Thursday) with complete remote working flexibility available on Mondays and Fridays if desired.

The base salary for the Project Coordinator role is $60,000 - $65,000, depending upon experience and educational background.

Full-time

Hybrid remote