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