Project Coordinator

Primary Purpose

The Project Coordinator shall serve The Navigators and fulfill the responsibilities listed below in the spirit of The Navigators calling, values and purpose: To advance the Gospel of Jesus and His kingdom into the nations through spiritual generations of laborers living and discipling among the lost.

The Project Coordinator is a key member of the Marketing and Communications (MarCom) team, providing the organizing, scheduling, and follow-through that keep MarCom projects on track.

This role logs and routes incoming project requests, sets up projects for MarCom's own initiatives, and schedules project meetings. It keeps tasks, documents, and records current, coordinates vendor invoices and expenses, and flags issues early, supporting every MarCom team with priorities set by Project Management.

Essential Functions

Project Coordination (95%)

• Monitor incoming project requests from every intake channel, such as intake forms and the project request inbox, logging any that arrive outside the project management platform.
• Route routine requests to the right team member and client requests that need scoping to Account Management, referring anything unclear or outside those paths to Project Management.
• Schedule discovery, kickoff, and check-in meetings, collecting agenda items and sending agendas and reminders.
• Take meeting notes and track action items through to completion.
• Set up projects for MarCom's own initiatives in the project management platform under Project Management's oversight, using templates where they exist and building new project structures where they don't.
• Enter and update tasks, due dates, and assigned hours in the project management platform.
• Prepare and maintain working documents for multi-team projects, such as review copies, asset lists, and trackers.
• Keep shared files, folders, and project records organized and up to date.
• Keep dashboards current and prepare basic status reports for Project Management.
• Prepare and send routine project communication on behalf of the project's point of contact, such as reminders and status updates.
• Flag delays, hour or budget overages, and unclear requests to Project Management early.
• Coordinate vendor invoices and expenses with MarCom finance administration, submitting them for processing or processing them as trained.

Additional Responsibilities (5%)

• Order branded promotional items, keep a current inventory, and ship items to requesters, events, and ministry locations, confirming delivery.
• Participate in Navigators' on-site learning and development events, Cultural Development and Diversity trainings, or other non-Navigator developmental events as appropriate.
• Participate in annual processes, such as the organizational Plan and Progress Review (PPR), Engagement Survey, Reaffirmation of the Navigators Code of Conduct, Calling-Core Values-Vision, Statement of Faith, Driver's Authorization, and other releases as required.
• Other job-related duties as assigned.

Minimum and Preferred Qualifications

Spiritual: Belief in and adherence to the Statement of Faith and Mission of The Navigators.

• Experience: This role requires strong organization and time management skills.
• Experience in project coordination or a similar organizing role preferred, including setting up projects and tracking hours by project.
• Experience supporting creative, content, or digital production, and with vendor invoices or expense reports, preferred.

• Technical Knowledge & Skills: Proficient in Google Docs, Sheets, and Slides, and Microsoft Office.
• Comfort learning new software; experience setting up projects and tasks in a project management platform (ex.
• ClickUp) and using AI tools preferred.

Communication & Leadership: Excellent interpersonal and communication skills, including verbal and written, to create understanding and build strong working relationships required. Ability to support many teams and requesters while keeping commitments within a set weekly schedule.

• Education: High School Diploma or GED equivalent required. College coursework or equivalent experience preferred.
• Location: In-person
• Hours: Part-time (20 hours a week)

Compensation Range

$19.63 - $27.67 per hour