Job Description

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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