Position Title: Project coordinator
Position Summary
The Project Cordinator is accountable for the successful delivery of assigned projects through disciplined execution of project management fundamentals. This role manages the core delivery pillars: process governance, schedule adherence, scope management, quality assurance, cost control, and stakeholder communication. The Project Coordinator serves as the central point of accountability for project success, making critical decisions about resource allocation, risk mitigation, and delivery trade-off while ensuring alignment with organizational standards and business objectives.
Responsibilities
- Process Governance & Methodology Leadership
- Ensure appropriate project gate progression, evaluating readiness based on deliverable quality, risk assessment, and business objectives.
- Authority to approve gate advancement or require remediation when standards are not met.
- Adapt project methodologies based on project characteristics to optimize approaches.
- Identify process improvement opportunities and recommend enhancements to project management standards.
- Develop and maintain project artifacts (charters, plans, status reports) that reflect strategic thinking and risk analysis.
- Lead retrospective and contribute insights to organizational learning and continuous improvement initiatives.
- Schedule & Resource Management
- Create and maintain comprehensive project schedules to balance scope, resources, and timeline constraints.
- Determine resource allocation across project phases, making trade-off decisions that optimize delivery.
- Coordinate with resource managers to secure appropriate team members, providing input on skill requirements and availability needs.
- Analyze critical path dependencies and proactively adjust scheduling to mitigate delays.
- Authority to escalate resource conflicts with recommended solutions.
- Develop capacity planning models to support portfolio-level resource forecasting.
- Scope & Requirements Management
- Evaluate scope of change requests using cost benefit analysis and business impact assessment to approve, negotiate, or decline changes within defined parameters.
- Facilitate requirements review and validation sessions, ensuring alignment between stakeholder needs and technical feasibility.
- Maintain scope of control through disciplined change management processes, documenting impacts, and securing appropriate approvals.
- Identify scope creep and proactively address/escalate with stakeholders.
- Develop creative solutions to balance competing stakeholder demands within project constraints.
- Risk & Issue Management
- Conduct proactive risk identification and assessment to prioritize risks based on probability and business impact.
- Develop and implement risk mitigation strategies in risk acceptance decisions with established thresholds.
- Identify project delays, scope gaps, or quality concerns early through analytical monitoring.
- Escalate critical issues to appropriate stakeholders with recommended solutions and impact analysis.
- Maintain risk registers and facilitate risk review sessions with project teams and stakeholders.
- Build organizational risk intelligence by documenting lessons learned and contributing to enterprise risk frameworks.
- Quality Assurance & Delivery Excellence
- Evaluate project deliverables against acceptance criteria to determine readiness for stakeholder review or production release.
- Authority to approve or reject deliverables based on quality assessment and business impact analysis.
- Collaborate with QA teams to ensure comprehensive test coverage to adjust the testing approach based on risk profile.
- Facilitate user acceptance testing (UAT) and coordinate defect resolution prioritization.
- Champion quality standards across projects, identifying opportunities to enhance delivery excellence.
- Develop quality metrics and reporting frameworks to support organizational quality maturity.
- Cost Control & Financial Management
- Analyze project financial performance by tracking estimates to actuals and identifying variances.
- Use discretion in cost benefit decisions related to scope, resources, and timeline trade-offs.
- Escalate significant cost concerns with mitigation recommendations.
- Collaborate with finance teams on project billing; transaction verification, forecasting, and budget reconciliation.
- Contribute to organizational project estimation practices and financial management maturity.
- Stakeholder Communication & Leadership
- Develop and execute stakeholder communication strategies tailored to audience needs and organizational context.
- Lead project status meetings, demonstrate executive presence, and effectively manage stakeholder expectations.
- Determine escalation paths and communication timing for sensitive project issues.
- Create executive level reporting with KPIs related to team performance, project and client solution health.
- Build strong relationships across technical teams, business stakeholders, and clients to facilitate collaboration.
- Represent project interests in cross-functional forums, advocating for project needs and organizational alignment.
Knowledge, Skills, And Abilities
- Bachelor's degree in business administration, Information Technology, or related field.
- 3-5 years of project management experience, preferably in software development, IT services or technology delivery environments.
- Demonstrated experience managing projects with budgets of $100,000 - $500,000 and teams of 10+ members.
- Proven track record of delivering projects on time, within scope, and on budget.
- Expert proficiency in project management tools (Microsoft Project, Jira, Asana, etc.)
- Strong working knowledge of Agile and Waterfall methodologies; ability to apply hybrid approaches.
- Advanced Microsoft Office Skills (Excel, PowerPoint, Visio)
- Experience with collaboration tools (SharePoint, Asana, etc.)
- Understanding software development life cycle and processes with an emphasis in Agile/Scrum.
- Ability to analyze complex project data, identify patterns, and make data driven decisions.
- Demonstrated discretion in decision making on matters of significance to project success.
- Creative and resourceful in addressing project challenges and removing obstacles.
- Able to communicate with clear, concise, and influential communication with technical and non-technical audiences.
- Strong relationship builder and able to navigate competing interests.
- Meticulous attention to detail balanced with big picture strategic thinking.
- Adaptable and comfortable with ambiguity and changing priorities in fast-paced environments.
- Ability to influence without formal authority and drive accountability across teams.
