Project Coordinator

Job Description: Project Coordinator

Position Overview: The Project Coordinator is responsible for managing and overseeing the complete lifecycle of projects, from handling leads to final project delivery. This includes coordinating with project in-charges, ensuring smooth inter-departmental communication, and generating reports to track progress. The role requires strong organizational, communication, and multitasking skills to ensure timely and efficient project execution.

Key Responsibilities:

1. Lead Management:
   
• Act as the primary point of contact for incoming leads, ensuring all relevant details are captured and categorized.
• Qualify leads and direct them to the appropriate project in-charges or departments for further action.
• Ensure that lead information is entered into the project management system accurately and timely.
2. Project Coordination:
   
• Oversee the entire lifecycle of a project, ensuring adherence to timelines, quality standards, and budget.
• Collaborate with project in-charges to establish project goals, deliverables, and timelines.
• Track the progress of all active projects and ensure that key milestones are met on schedule.
• Coordinate the allocation of resources, both human and material, as required for project success.
• Identify potential roadblocks and work with the project in-charges and other departments to resolve them.
3. Inter-Departmental Communication:
   
• Foster strong relationships and communication channels across departments such as Sales, Marketing, Operations, and Finance to ensure smooth project execution.
• Liaise between different teams (technical, design, finance, etc.) to align project requirements and updates.
• Schedule and lead regular meetings with all relevant departments to discuss progress, challenges, and updates.
4. Reporting and Documentation:
   
• Generate and maintain detailed project reports, tracking key metrics such as deadlines, costs, and performance against objectives.
• Provide weekly and monthly status reports to senior management on project progress, highlighting any deviations from the plan.
• Prepare presentations and project updates for internal stakeholders and clients.
• Ensure all project documentation is maintained in an organized manner, including contracts, meeting notes, and approvals.
5. Risk Management:
   
• Identify potential risks and issues throughout the project and proactively communicate them to the relevant stakeholders.
• Work closely with project managers and other team members to implement mitigation strategies to minimize risks and delays.
6. Client Interaction and Updates:
   
• Assist in client communication, including regular updates, project reviews, and milestone sign-offs.
• Ensure that client expectations are clearly understood and that the project team works to meet or exceed them.
• Handle client queries and resolve any concerns regarding project deliverables or timelines.
7. Budget and Resource Management:
   
• Support the tracking of project budgets, including monitoring expenses, resource allocation, and ensuring efficient use of resources.
• Assist project managers in preparing budget reports and managing any changes to project scopes that impact costs.
8. Continuous Improvement:
   
• Evaluate project performance and provide feedback for improvements on future projects.
• Suggest and implement process improvements that enhance overall project efficiency and inter-departmental coordination.
9. General Administrative Support:
   
• Provide general administrative assistance to project in-charges and managers.
• Organize project-related events such as meetings, workshops, or team-building activities.
• Manage and maintain project schedules, calendars, and documentation for team access.

Skills and Qualifications:

• Bachelors degree in Business Administration, Project Management, or a related field.
• Proven experience as a Project Coordinator, Assistant Project Manager, or similar role.
• Excellent organizational and multitasking skills with the ability to manage multiple projects simultaneously.
• Strong communication skills, both written and verbal, for effective interaction with various stakeholders.
• Proficiency in project management software and tools (e.g., MS Project, Asana, Trello, etc.).
• Detail-oriented with strong problem-solving abilities and the ability to adapt to changing circumstances.
• Knowledge of project management methodologies (Agile, Waterfall, etc.) is a plus.

Additional Attributes:

• Ability to work well under pressure and meet deadlines.
• A proactive, positive attitude with a focus on results.
• Strong interpersonal skills to build relationships with team members, clients, and stakeholders.