Project Coordinator (Part-Time/Contract)
Posted
Summary
Part-time/contract Project Coordinator supporting Vantage Partners' 9–12 month firm-wide business transformation in Boston: maintaining workplans and decision logs, tracking actions, and coordinating meetings and vendors across workstreams like CRM redesign, ops platform selection, finance modernization, and cloud migration. Works with PowerPoint, Excel, and PM tools.
Transformation Project Coordinator
Project Overview
Vantage Partners is undertaking a firm-wide business transformation over the next 9–12 months focused on simplifying how the firm operates, improving management information and decision-making, and creating a more scalable operating and technology environment.
Several interconnected workstreams are already underway or planned, including:
- Redesigning aspects of our commercial management model and CRM environment
- Selecting and implementing a new Operations / resource management platform
- Modernizing Finance processes, technology, and operating model
- Migrating core information and file infrastructure to the cloud
- Simplifying and better integrating our broader technology ecosystem
- Redesigning associated processes, roles, governance, and ways of working
These initiatives involve significant dependencies and a broad set of stakeholders across firm leadership, Operations, Finance, IT, Staffing / Resource Management, and our consulting business. The work is being led internally by Vantage's Director of Business Transformation, and we are looking for a strong Project Coordinator who can provide leverage across the overall transformation.
The role
We are looking for someone who is highly organized, execution-oriented, and able to work independently with direction from the Transformation Lead.
This person would provide project coordination support across several concurrent transformation workstreams - helping maintain plans and timelines, coordinate meetings and activities, keep track of decisions and follow-ups, and make sure work continues to move forward between meetings.
This is not intended to be a senior transformation or strategy role. The Transformation Lead will own overall direction, strategic analysis, senior stakeholder management, content creation, and major decisions. The Project Coordinator’s role is to create leverage by providing the structure, coordination, and follow-through needed to manage a complex portfolio of work.
We are looking for someone who is more than an administrator: they should be able to understand the basic substance of the work, recognize when something is unclear or falling behind, and proactively raise questions or issues when momentum or clarity is lacking.
Primary responsibilities
The role would likely include:
- Project planning and tracking: Maintain workplans, timelines, milestones, dependencies, action items, and decision logs across the transformation workstreams.
- Meeting coordination: Schedule project meetings, help organize agendas based on direction from the Transformation Lead, capture notes/decisions/actions, and manage follow-up.
- Action management: Track commitments across Vantage stakeholders and external partners, follow up on outstanding items, and flag delays or dependencies.
- Document organization: Maintain an organized set of current project materials, plans, notes, decisions, and supporting documentation.
- Vendor coordination: Help schedule and organize vendor demos, implementation discussions, and follow-ups; consolidate questions and track open items.
- Light materials support: Update project plans, trackers, existing presentations, and working documents based on discussions and direction.
- Information gathering: Conduct targeted research, collect inputs from stakeholders, and organize information to support analysis and decisions.
- Progress reporting: Help maintain a concise view of where each workstream stands, what is coming next, and where attention or decisions are needed.
Profile we have in mind
We are less concerned with a particular title or background than with finding someone who is organized, proactive, and comfortable supporting a complex set of concurrent projects. A strong candidate might have roughly 2–4 years of experience in consulting, project management, business operations, PMO, or a similar environment.
They should be:
- Highly organized and dependable, with strong attention to detail and follow-through
- Comfortable managing numerous actions, deadlines, and stakeholders simultaneously
- Able to work independently once priorities and direction are established
- Strong written communicator and note-taker
- Comfortable with PowerPoint, Excel, and common project-management tools
- Able to understand enough of the business context to organize information intelligently rather than simply process tasks
- Comfortable following up with colleagues at different levels of the organization
- Proactive about identifying missing information, overdue actions, or potential issues
- Comfortable working in an environment where priorities and plans will evolve over time
- Able to leverage AI when fit-for-purpose
Experience with consulting, professional services, business transformation, or technology implementation would be helpful but is not required. Expected commitment is approximately 15 - 20 hours per week over 9 - 12 months, with some variation depending on the phase of the transformation
Hourly Rate The hourly pay range for this position is $35 to $50. The final compensation offered will be determined based on factors including experience, skills, and qualifications.
Vantage Partners is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin, ancestry, sex, gender, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, gender identity, gender expression, marital status, or any other legally recognized protected basis under federal, state, or local law.
Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on the firm. Please inform Vantage’s personnel representative if you need assistance completing any forms or to otherwise participate in the application process.