IT Project Coordinator

About Propelled Brands:

Propelled Brands is a dynamic and growing multi-brand platform company, home to leading service-oriented franchises such as FASTSIGNS, MY SALON Suite, Camp Bow Wow, and NerdsToGo. Our mission is to deliver best-in-class support and strategic guidance, empowering our franchise brands and their franchisees to achieve maximum success. We cultivate a forward-thinking environment centered on innovation, growth, and franchisee profitability, with a strong commitment to collaborative teamwork within our IT department.

Job Summary:

Propelled Brands seeks a highly organized, proactive, and tech-savvy IT Team Coordinator & Executive Support specialist. This pivotal role is integral to ensuring the smooth and efficient operation of the IT department by facilitating team collaboration, managing departmental projects, and providing comprehensive administrative and technical support. While this position includes direct support for the CIO, a significant emphasis is placed on coordinating activities and resources for the broader IT team to enhance productivity and communication. The ideal candidate excels at multitasking, possesses outstanding interpersonal and communication skills, and thrives in a fast-paced, technology-driven team environment.

Key Responsibilities:

IT Team Coordination & Communication:

• Serve as a central point of contact for the IT team, facilitating clear communication and information flow between team members, leadership, and other departments.
• Coordinate and schedule IT team meetings, all-hands sessions, training programs, and departmental events, including agenda preparation, materials distribution, and minute-taking.
• Assist in onboarding new IT team members by preparing necessary resources and coordinating their initial schedules.
• Support the IT leadership team in tracking departmental goals, initiatives, and deadlines.
• Maintain and organize shared team documentation, internal knowledge bases, and communication channels (e.g., Teams channels, SharePoint sites).
• Maintain the IT Google Site with pertinent departmental information, company news, articles, and training materials to serve as an intranet resource.
  
  
  

Project Coordination & Presentation Development:

• Manage small to medium-sized IT departmental projects, ensuring timely completion, effective stakeholder communication, and adherence to project objectives.
• Track project progress and provide regular updates to IT leadership and team members.
• Design, develop, and format high-quality presentations for departmental meetings, internal training, project updates, and strategic initiatives using PowerPoint and other presentation software.
• Gather and synthesize information from various team members and sources to create compelling and informative content.
  
  
  

Executive Support for the Technology Team:

• Manage calendars for the CIO and where applicable for IT Leaders to schedule meetings strategically scheduling meetings and appointments to align with team priorities.
• Coordinate travel arrangements and prepare expense reports for the CIO and technology leadership team.
• Handles confidential information with discretion and professionalism.
• Assist with other executive activities that support the CIO’s ability to effectively lead the IT department.
• Serve as a scribe for the internal governance body, capturing decisions, action items, and critical information generated during meetings.
• Work directly with the Office of the CIO to maintain critical internal processes.
  
  
  

Technical & End-User Support:

• Provide technical support to the IT team and executives, troubleshooting issues with computers, software, hardware, and other technology devices.
• Offer assistance and guidance to the IT team and key stakeholders on effectively utilizing technology.
  
  
  

Conference Room Equipment & Collaboration Tools Support:

• Set up, operate, and maintain audio-visual equipment for departmental presentations, training sessions, and meetings.
• Provide expert support for collaboration platforms (e.g., Google Meets), video conferencing, and other tools to enhance team communication and productivity.
• Coordinate meetings for the executive team, managing calendars with Executive Assistants within the company, suppliers and franchise partne
• Manage executive team meetings, coordinating calendars with Executive Assistants, suppliers, and franchise partners.rs.
  
  
  

Process Improvement & Documentation:

• Identify and implement improvements to IT team operational processes, support procedures, and communication workflows to enhance efficiency and team experience.
• Create and maintain documentation, training materials, and knowledge bases relevant to IT team operations, projects, and supported technologies.
  
  
  

Vendor Management & Proactive Monitoring:

• Liaise with vendors as needed to ensure the smooth operation of IT systems, software, and equipment utilized by the department.
• Proactively monitor technology performance relevant to team productivity and identify potential issues.
  
  
  

Qualifications and Skills:

• Proven experience in a coordination role, preferably within an IT department or a technology-focused company.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is essential
• Proficiency in Google(G Suite) (GMail, Docs, Sheets, Slides) is plus
• Experience as an Executive Assistant is also valuable.
• Strong technical aptitude with experience troubleshooting hardware, software, and network issues (Windows, macOS, Microsoft Office Suite, mobile operating systems).
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is essential.
• Experience with project management tools (e.g., Asana, Jira, Trello, Smartsheets) and Google Workspace is a plus.
• Experience creating professional and impactful presentations for diverse audiences.
• Solid experience managing small projects or coordinating project-related tasks within a team setting.
• Familiarity with AV equipment and video conferencing technologies.
• Excellent organizational and time-management skills, with the ability to prioritize tasks, manage multiple deadlines, and coordinate complex schedules for a team.
• Exceptional interpersonal, verbal, and written communication skills, with an emphasis on fostering collaboration.
• A high level of professionalism, discretion, and confidentiality.
• Proactive, resourceful, and able to work both independently and as a key member of a collaborative team.
• Strong problem-solving skills and a "can-do" attitude.
• Ability to remain calm and effective under pressure.
• A bachelor's degree or equivalent experience is preferred.
  
  
  

What We Offer:

• A challenging and rewarding opportunity to be a key coordinator in a vital department within a growing and innovative company.
• A dynamic and highly collaborative work environment.
• Competitive salary and benefits package. Opportunities for professional development and growth.