Position Overview

WellHive is seeking a Project Coordinator to support the execution of implementation and onboarding activities for federal healthcare customers within the Veterans Affairs (VA) system. This role plays a critical part in ensuring successful delivery of our External Provider Scheduling (EPS) program by supporting Project Managers in coordinating tasks, tracking milestones, and maintaining clear communication across internal teams, external partners, and customer stakeholders.

The Project Coordinator is responsible for maintaining project organization, driving follow-through on action items, and ensuring accurate and timely reporting across multiple workstreams. This role directly supports customer adoption and implementation success across VA medical networks.

About the Role

This position works closely with Project Managers who own overall customer relationships, strategy, and delivery execution. The Project Coordinator is responsible for supporting the operational and administrative components of project delivery to ensure work is completed on time and with accuracy.

This includes managing task tracking systems, coordinating updates across teams, preparing documentation, and ensuring all stakeholders remain aligned throughout implementation activities.

This role operates within a fast-paced, highly collaborative environment that requires strong attention to detail, organization, and follow-through.

Key Responsibilities

Support Project Managers in the execution of implementation and onboarding activities
Track project milestones, tasks, deliverables, and timelines across multiple workstreams
Maintain project documentation, trackers, and reporting tools
Prepare meeting agendas, presentations, status reports, and meeting notes
Capture and follow up on action items to ensure timely completion
Coordinate communication between internal teams, vendors, and customer stakeholders
Support customer onboarding and provider implementation tracking activities
Manage and triage customer support tickets, ensuring timely resolution and communication
Collect and consolidate status updates from internal teams and external partners
Assist with ad hoc data requests, reporting needs, and deliverable preparation
Support vendor and third-party coordination activities as needed
Contribute to process improvement initiatives by documenting feedback and lessons learned
Ensure adherence to established project management standards and methodologies

Required Qualifications

2–4 years of experience in project coordination, operations, or project support roles
Bachelor’s degree or equivalent professional experience
Strong organizational skills with the ability to manage multiple concurrent priorities
Excellent written and verbal communication skills
Experience supporting cross-functional teams in a fast-paced environment
Strong attention to detail and ability to consistently follow through on tasks
Experience using project management or CRM tools (e.g., Asana, Jira, Salesforce, or similar platforms)
Ability to manage competing priorities and maintain accuracy under deadlines

Preferred Qualifications

Experience in healthcare, federal, or government environments
Familiarity with Veterans Affairs (VA) systems or programs
Experience supporting software or SaaS implementation teams
Vendor or third-party coordination experience
Exposure to structured project management methodologies

Ideal Candidate Profile

The ideal candidate is highly organized, detail-oriented, and comfortable working in structured, fast-moving environments. They thrive in support roles where success is defined by execution, accuracy, and follow-through rather than ownership of strategy.

They are proactive in communication, reliable in execution, and effective at keeping multiple workstreams organized across teams and stakeholders.

Work Environment

Fully remote position
Fast-paced, deadline-driven environment
High volume of coordination and communication
Multiple concurrent projects and priorities
Requires strong responsiveness and adaptability

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