Project Coordinator

Roles and responsibilities

1. Project Planning and Scheduling

• Creating Project Plans: Assist the project manager in developing detailed project plans, including timelines, milestones, and resource allocation.
• Scheduling Meetings and Milestones: Help schedule key project milestones, team meetings, and client meetings, ensuring all stakeholders are informed and prepared.
• Tracking Project Progress: Monitor the project's progress against the timeline, and report on the status to the project manager. Ensure that deadlines are met and adjust schedules when necessary.

2. Communication and Coordination

• Team Communication: Act as a liaison between project stakeholders, team members, clients, and vendors. Keep everyone informed about the project’s status, key updates, and potential challenges.
• Facilitating Meetings: Organize and coordinate project meetings, ensuring that agendas are prepared, minutes are taken, and action items are tracked.
• Conflict Resolution: Help address any conflicts or issues that arise within the project team or with external stakeholders, escalating when necessary.
• Reporting: Regularly report to the project manager or senior management on the project’s status, risks, and any issues that may arise.

3. Documentation and Record Keeping

• Project Documentation: Maintain all project-related documentation, including contracts, reports, presentations, and change orders. Ensure that all documents are properly filed and easy to access.
• Tracking Deliverables: Ensure that all deliverables are being met as per the project scope and that documentation is updated accordingly.
• Change Management: Track changes to the project’s scope, timelines, or budget, and ensure proper documentation and communication with stakeholders.

4. Resource Management

• Resource Allocation: Assist in identifying and managing resources (e.g., personnel, equipment, or materials) needed for the project. Ensure resources are allocated efficiently and that there are no shortages or overages.
• Vendor Coordination: Communicate with external vendors or contractors, ensuring that they meet deadlines and deliverables are completed on schedule and within budget.
• Budget Tracking: Help track the project budget, including expenses for resources, vendors, and other project costs, and ensure that spending stays within the agreed budget.

5. Risk and Issue Management

• Identifying Risks: Help identify potential risks that could impact the project’s timeline, quality, or budget. Work with the project manager to develop mitigation strategies.
• Problem-Solving: Address issues or roadblocks as they arise, whether related to resource constraints, team conflicts, or scope changes.
• Escalation: Report significant risks or issues to the project manager or senior management for resolution if they are beyond the coordinator’s capacity to address.

6. Quality Control and Monitoring

• Monitoring Project Quality: Ensure that all deliverables meet the quality standards defined at the start of the project. Work with the team to ensure work is being done to the agreed-upon specifications.
• Tracking Milestones and Deliverables: Ensure that all milestones are met and that deliverables are handed in on time and meet the requirements.
• Ensuring Compliance: Make sure that the project complies with all regulatory requirements, standards, and guidelines.

Desired candidate profile

• Organizational Skills: Strong ability to manage multiple tasks, projects, and deadlines simultaneously.
• Communication Skills: Excellent verbal and written communication skills are essential for interacting with stakeholders, vendors, and team members.
• Problem-Solving Abilities: A proactive approach to identifying and solving issues quickly to keep the project on track.
• Attention to Detail: Ability to track all aspects of a project carefully and ensure accuracy in documentation and reporting.
• Time Management: Balancing competing priorities and ensuring tasks are completed on time is crucial for project success.
• Team Collaboration: Working well with a variety of team members, including managers, clients, vendors, and other stakeholders.
• Adaptability: Ability to adjust to changing project requirements, timelines, and scope.
• Project Management Software Knowledge: Familiarity with tools such as Microsoft Project, Trello, Asana, or Jira, which are often used to track tasks and timelines.
• Budget and Resource Management: Ability to help monitor and manage budgets and allocate resources effectively.
• Conflict Resolution: Helping to resolve conflicts within teams or with stakeholders in a diplomatic and constructive manner.