The Project Coordinator ensures successful project delivery by coordinating resources, managing workflows, documenting progress, and identifying risks to keep projects on track.
At Colibri, culture is a critical part of our collective success, and we live our values everyday: Love, Joy,
Boldness, Teamwork and Curiosity. These values guide our interactions with each other, our customers,
and the community as a whole.
We have a rich and storied history. Colibri is one of the pioneers of online professional education,
introducing some of the first web-based professional education courses in 2001. Today, the company’s
family of brands are the leading online professional education platforms in their respective end-markets.
We proudly serve >1 million customers annually and employ more than 1,500 mission-aligned
professionals. To learn more, please visit: www.colibrigroup.com
Position Summary
The Project Coordinator plays a critical role in driving the successful delivery of content production initiatives. This role ensures projects are clearly scoped, aligned to requirements, and executed on time through strong coordination, structured workflows, and proactive risk management.
You’ll partner closely with Content Strategists, Talent & Resource Management, and cross-functional production teams to define milestones, enforce stage gates, and maintain clear, accurate project documentation. Acting as the connective tissue across teams, you will keep work moving efficiently, surface risks early, and ensure nothing falls through the cracks.
This role also owns the integrity of project tracking systems, ensuring platforms like Monday.com serve as a reliable, real-time source of truth for all projects in flight.
What You’ll Do
- Partner with Content Strategists to intake project requirements and ensure clarity, completeness, and alignment before kickoff
- Define and document deliverables, assumptions, dependencies, and acceptance criteria
- Ensure timelines, scope, and expectations are clearly captured and visible to all stakeholders
- Collaborate with the Talent & Resource Manager to identify needed roles, secure resources, and coordinate onboarding or contracting steps
- Support SOW development by ensuring deliverables, timelines, and key inputs are clearly defined and trackable
- Maintain visibility into resourcing plans, assignments, and coverage needs
- Build and manage detailed project plans with clear milestones, owners, and deadlines
- Enforce stage gates to ensure work progresses in a structured, predictable way
- Orchestrate handoffs across teams to ensure seamless transitions and efficient execution
- Reinforce accountability for timelines, deliverables, and quality throughout the project lifecycle
- Ensure adherence to content maintenance and release schedules
- Maintain accurate, real-time project tracking in Monday.com, including status updates, risks, and next steps
- Proactively identify and escalate blockers, scope changes, and timeline risks, with recommended mitigation plans
- Leverage AI-enabled workflows to track progress against SOWs, identify variances early, and support recovery planning
- Maintain accurate and complete project records across project management and content systems
- Ensure consistent use of templates, naming conventions, and documentation standards
- Identify recurring bottlenecks and contribute to continuous process improvement
Project Intake & Requirements Alignment (20%)
Resource Coordination & Vendor/SOW Support (20%)
Workflow Management & Stage Gate Enforcement (35%)
Project Tracking, Reporting & Risk Management (15%)
Documentation & Systems Hygiene (10%)
What You’ll Bring
- Associate’s degree (or equivalent experience) in Business, Communications, Project Management, Education, Instructional Design, Healthcare Administration, or a related field
- 2+ years of experience coordinating or supporting projects with multiple stakeholders, deadlines, and dependencies (content production, learning, publishing, or similar environments preferred)
- Strong organizational skills with the ability to manage multiple projects simultaneously without losing attention to detail
- Experience using project management tools to track schedules, progress, and deliverables (Monday.com strongly preferred)
- Working knowledge of core project management practices, including milestone planning, dependency management, scope tracking, and risk/status reporting
- Strong communication skills, with the ability to clearly document decisions, align stakeholders, and escalate risks early
- Experience coordinating with external vendors or contractors and tracking deliverables against defined expectations
- Comfort using AI tools to support coordination tasks (e.g., status summaries, risk identification, variance tracking) while maintaining accuracy and sound judgment
Preferred Experience
- Experience supporting professional education, continuing education, test prep, or regulated content development (healthcare experience strongly preferred)
- Familiarity with content development workflows (e.g., SME engagement, editorial review, instructional design, QA, compliance/regulatory review)
- Project management certification or formal training (CAPM, PMP coursework, or equivalent)
- Experience tracking budgets tied to SOWs and identifying cost or schedule risks early
Colibri Group welcomes applicants from all backgrounds and experiences, and we understand that not every candidate will meet every requirement listed in the job description. Research has shown that women and people of color may be less likely to apply to jobs unless they feel they meet every qualification, and we want to actively combat this bias in our hiring process. If you're excited about the role and believe you have the skills and experience to contribute to our team, we encourage you to apply, even if your background doesn't align perfectly with every qualification listed. We are committed to building a diverse and inclusive workplace, and we believe that diversity of perspectives and experiences is essential to our success. You may be just the right candidate for this role or another position within our organization. Don't hesitate to take the leap and apply today!
Similar Jobs
Information Technology
The Junior Project Coordinator will support Project Managers by managing documentation, communication, and internal processes, while also developing small tools or scripts to aid PMO workflows.
Top Skills:
JavaScriptMS OfficePython
Artificial Intelligence • Retail • Software
The Technical Project Coordinator manages project implementations, ensuring timely delivery and customer satisfaction while facilitating communication among stakeholders and teams.
Top Skills:
Ai ToolsConfluenceJIRAMicrosoft Office SuiteProject Management Tools
Artificial Intelligence • Retail
The Project Coordinator manages hardware rollouts across retail locations, ensuring timeline adherence, supplier coordination, data management in Salesforce, and maintaining project documentation.
Top Skills:
Salesforce
What you need to know about the Austin Tech Scene
Austin has a diverse and thriving tech ecosystem thanks to home-grown companies like Dell and major campuses for IBM, AMD and Apple. The state’s flagship university, the University of Texas at Austin, is known for its engineering school, and the city is known for its annual South by Southwest tech and media conference. Austin’s tech scene spans many verticals, but it’s particularly known for hardware, including semiconductors, as well as AI, biotechnology and cloud computing. And its food and music scene, low taxes and favorable climate has made the city a destination for tech workers from across the country.
Key Facts About Austin Tech
- Number of Tech Workers: 180,500; 13.7% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: Dell, IBM, AMD, Apple, Alphabet
- Key Industries: Artificial intelligence, hardware, cloud computing, software, healthtech
- Funding Landscape: $4.5 billion in VC funding in 2024 (Pitchbook)
- Notable Investors: Live Oak Ventures, Austin Ventures, Hinge Capital, Gigafund, KdT Ventures, Next Coast Ventures, Silverton Partners
- Research Centers and Universities: University of Texas, Southwestern University, Texas State University, Center for Complex Quantum Systems, Oden Institute for Computational Engineering and Sciences, Texas Advanced Computing Center
