Project Coordinator

Job Title: Project Coordinator 

Team: Project Management 

Job Location: Remote 

About Us 

Join us in revolutionizing healthcare! We build software that simplifies the process of choosing the right health insurance for individuals. Our solutions help our health plan and government customers with the administration, reporting, and operational requirements of their plans. By tackling the complexities of enrollment, administration, renewal, billing, and more, we enable our customers and partners to concentrate on advancing their core missions.  

Our Company Culture 

Our culture is built on collaboration, innovation, and appreciation. We value each employee's unique talents and contributions and understand that every individual plays a critical role in our mission to transform healthcare. Every day, we celebrate our team's dedication, creativity, and expertise, which drive us closer to our goals. 

At Softheon, our mission is making healthcare more affordable, accessible, and plentiful for every American. Our vision is that everyone can access and choose the healthcare they need. 

About the Role 

We are looking for a Project Coordinator to join our Project Management team and support the successful delivery of client-facing and internal implementation projects. In this role, you will work closely with Project Managers, Lead Project Managers, cross-functional teams, clients, and external stakeholders to help coordinate project activities, maintain project documentation, track action items, support meeting preparation, and ensure project information stays organized and up to date. 

A successful Project Coordinator at Softheon is highly organized, detail-oriented, proactive, and comfortable working in a fast-paced environment. This role is ideal for someone who enjoys keeping teams aligned, following up on open items, maintaining accurate documentation, and helping project teams stay on track from initiation through closing. 

Success in this role means project artifacts are accurate, meetings are well-prepared, action items are clearly tracked, follow-ups are timely, and Project Managers have the coordination support needed to focus on delivery oversight, client engagement, risk management, and strategic project execution. 

You Will: 

Project Coordination and Administrative Support 

• Support Project Managers with day-to-day project coordination activities across new client implementations and internal projects. 

• Maintain project plans, trackers, meeting notes, action item logs, decision logs, risk/issue logs, and other project documentation. 

• Help ensure project activities, deliverables, owners, and due dates are clearly documented and followed up on. 

• Track project milestones and assist in identifying items that may require PM follow-up or escalation. 

• Support accurate and timely updates in project management tools, including Microsoft Project, Azure DevOps, SharePoint, and other PMO systems. 

Meeting Coordination and Follow-Up 

• Schedule, organize, and support project meetings, including internal team meetings, client-facing meetings, implementation check-ins, and status review sessions. 

• Prepare meeting agendas, capture meeting notes, document decisions, and distribute follow-up items. 

• Track action items from meetings and follow up with responsible owners to help ensure timely completion. 

• Assist Project Managers in preparing materials for project status meetings, executive updates, and stakeholder communications. 

Project Monitoring and Reporting Support 

• Assist with monitoring day-to-day project activities and ensuring work is progressing according to plan. 

• Support the preparation of project status reports, dashboards, and other stakeholder-facing updates. 

• Help gather updates from cross-functional teams and consolidate information for PM review. 

• Identify missing, outdated, or unclear project information and bring it to the attention of the assigned Project Manager. 

Stakeholder and Cross-Functional Coordination 

• Work closely with cross-departmental teams, including Product, Operations, IT, Infrastructure, and other business teams, to support coordination of project tasks and timelines. 

• Assist with communicating deadlines, dependencies, and follow-up needs to internal stakeholders. 

• Support Project Managers in creating clear visibility into project status, blockers, risks, and outstanding decisions. 

• Help ensure internal teams remain aligned on project requirements, deadlines, schedules, and next steps. 

Documentation and Process Support 

• Coordinate the creation and maintenance of project documentation, SOPs, implementation materials, training documentation, and project handoff materials. 

• Support PMO best practices by helping ensure project documentation, trackers, naming conventions, and templates are used consistently. 

• Assist with organizing project files and ensuring key materials are accessible, accurate, and up to date. 

• Participate in post-project lessons learned by helping gather feedback, organize findings, and document improvement opportunities. 

Risk, Issue, and Escalation Support 

• Assist in tracking risks, issues, blockers, and dependencies across assigned projects. 

• Help identify overdue action items, missing owners, unclear next steps, or delayed responses that may impact project timelines. 

• Escalate concerns to the assigned Project Manager when project information, ownership, or timelines are unclear. 

• Support the PMO’s goal of earlier risk visibility and proactive follow-up to reduce last-minute surprises. 

Talent Management 

• Collaborate with the Talent team to actively engage in the hiring and recruitment process, including but not limited to participating in interviews. 

• Leverage industry networks and expertise to identify and attract top talent that aligns with the company's objectives and values.  

• Provide guidance and mentorship to team members within your department and across diverse functions.  

• Play an integral role in shaping and reinforcing the overall company culture, promoting values that enhance teamwork, collaboration, and employee engagement. 

Additional Responsibilities 

• Must be available for on-call duty during peak periods, providing support outside of regular working hours as needed to ensure the timely resolution of critical issues.   

• Although we work in a remote-first environment, all roles require in-person attendance at our headquarters approximately 2 times per year (in addition to other travel requirements for this specific role, if applicable). These visits are essential for team collaboration, strategic planning, and fostering deeper connections across the organization. Travel arrangements will be supported to ensure a seamless experience.  

• Must reside in the Eastern or Central time zone of the United States.
• Must be located in one of the following states: NY, NJ, FL, GA, PA, CT, IL, MD, TN, NC, MI, TX

• ET working hours are required (9am-6pm ET). 

You Have 

Education 

• Bachelor’s degree in Business Administration or a related field of study. 

Experience 

• 0–2 years of experience in project coordination, project administration, implementation support, operations coordination, client support, or a related role preferred. 

• Internship or early career experience supporting project teams, client implementations, technology delivery, healthcare operations, or SaaS environments is a plus. 

• Experience working with health plan, government, or healthcare technology clients is a plus. 

• Experience working with cross-functional teams or supporting multiple priorities in a fast-paced environment is preferred. 

Certifications 

• Must complete CAPM certification within 6 months of hire, if not already certified.  

• SAFe Agile, Lean Six Sigma, CSM preferred. 

• Other project management, Agile, or healthcare-related certifications are a plus. 

Knowledge 

• Basic understanding of project management concepts, including milestones, dependencies, risks, issues, action items, and status reporting. 

• Working knowledge of Microsoft Office tools, especially Excel, Word, PowerPoint, Outlook, and Teams. 

• Familiarity with Microsoft Project, Azure DevOps, SharePoint, Smartsheet, Jira, or similar project tracking tools is a plus. 

• Familiarity with the Software Development Life Cycle, SaaS technology, healthcare operations, or implementation projects is a plus. 

Skills 

• Excellent organizational and time management skills. 

• Strong written and verbal communication skills. 

• High attention to detail and accuracy. 

• Ability to track multiple items at once. 

• Strong follow-up skills and ability to keep action items moving. 

• Ability to organize information clearly for Project Managers and stakeholders. 

• Comfortable asking clarifying questions and escalating when ownership, deadlines, or next steps are unclear. 

• Ability to work collaboratively with internal teams. 

• Self-motivated, proactive, and comfortable working in a remote-first environment. 

Attributes 

• Detail-oriented and highly organized. 

• Collaborative and team focused. 

• Proactive and accountable. 

• Comfortable working in a fast-paced, evolving environment. 

• Strong sense of urgency and follow-through. 

• Positive attitude and willingness to learn. 

• Continuous improvement mindset. 

• Interest in growing within project management, implementation, or PMO operations.