What Does A Project Coordinator Do?

WHAT DOES A PROJECT COORDINATOR DO?

Published: Dec 16, 2025 - The Project Coordinator manages daily project operations by organizing tasks, schedules, resources, and documentation. This role supports effective collaboration by coordinating communication, monitoring progress, and assisting with risk and change management. The coordinator also ensures accurate reporting and structured tracking to support timely and successful project delivery.

A Review of Professional Skills and Functions for Project Coordinator

1. Project Coordinator Duties

Proposal Support: Assist with proposal initiation including risk and opportunity assessment
Governance Awareness: Assist with identifying any applicable Authority and Responsibility Matrix triggers
Approval Coordination: Develop an Authority and Responsibility Matrix for approval requests for the Project Manager's review
System Setup: Set up or coordinate the setup of the proposal in Oracle CX
Resource Coordination: Coordinate resources to develop the proposal promptly
Schedule Planning: Develop the proposed project schedule for the Project Manager's review
Scope Structuring: Develop the project Work Breakdown Structure for the Project Manager review
Review Management: Coordinate proposal review approval and submittal
Execution Planning: Develop a project execution plan for the Project Manager's review
Process Compliance: Coordinate the project setup according to the Golder Project Delivery Manual GP1

2. Project Coordinator Details

Work Orders: Prepare and monitor Basic Work Orders
Logistics Coordination: Coordinate logistical requirements for the project team such as travel and mobilization
HSSE Management: Develop and track HSSE requirements and associated plans
Financial Coordination: Interface with the accounting team to ensure compliance with client invoicing requirements
Invoice Processing: Prepare invoices and assist with facilitating timely payment
Contract Coordination: Coordinate and monitor project contracts, change orders and other documentation for sub consultants, contractors and vendors
Vendor Risk: Identify and mitigate sub-consultants, contractors and vendors' risks
Risk Management: Assist with the identification of project risks and maintaining the project risk register
Document Control: Maintain project documentation according to GP1
Quality Compliance: Maintain compliance with senior review requirements on project deliverables
Schedule Management: Develop and maintain the project schedule

3. Project Coordinator Responsibilities

Cost Tracking: Develop and maintain the project cost tracking tools
Budget Monitoring: Monitor budget expenditures and project deliverables
Earned Value: Develop and maintain Earned Value Management progress
Change Management: Prepare change orders and maintain client communications related to change orders
Invoice Review: Facilitate timely review of prebills and invoicing to clients
Accounts Receivable: Follow up and meet with the client accounting team to ensure a smooth Accounts Receivable cycle
DSO Reduction: Support the Project Manager with a strong focus on reducing Days Sales Outstanding on submitted invoices
Document Control: Assist the Project Manager in confirming the final project documentation and archiving according to GP1
Client Handover: Facilitate document handover to the client
Final Billing: Facilitate final invoicing and payment
Feedback Collection: Assist with gathering feedback from the client, subcontractor and subconsultant and provide it to the team
Lessons Learned: Assist with documenting lessons learned

4. Project Coordinator Accountabilities

Meeting Coordination: Participate, coordinate and manage tasks in weekly project and regional meetings, both internal and external
Presentation Support: Compile project-related material for transactional closings, RFPs, investment memos and other development presentations
Contract Administration: Create AIA contracts, Master Service Agreements, Designer Engineering agreements and other contracts
Expense Processing: Compile expense reports and draw submissions for bank review
Invoice Processing: Review and process subcontractor documentation including invoices and pay applications
Calendar Management: Help manage calendars and arrange travel meetings and events
File Management: Maintain an electronic filing system
Database Management: Manage development platform databases
Stakeholder Liaison: Work daily with internal departments, executives, external partners, attorneys, investors, subcontractors and vendors
Regulatory Awareness: Maintain ongoing knowledge of current real estate and development documents and laws
Office Support: Run office errands to banks, post office, client, vendor offices, managed properties and other required locations

5. Project Coordinator Functions

Project Planning: Support preparation of the project plan, project scope, procurement plan and schedules with the Project Lead or Manager
Risk Control: Support management of issues, risks, change controls and status reporting with the Project Lead or Manager
Status Communication: Support the Project Lead or Manager with regular communication of project status to IT management and project stakeholders
Project Closeout: Support the Project Lead or Manager with the preparation of closing documents and ensure a smooth transition to Operations Teams and local IS Teams upon project completion including meeting minutes
Change Support: Support change management by proactively identifying opportunities to improve or coordinate activities and offer ideas in support of larger projects with moderate scope, impact, risk and complexity
Project Administration: Perform moderately complex project tasks such as meeting minutes, issue logs, change control, budget status, updating project sites, updating the project management system of record, status reporting, milestone summaries, key issues, risks, benefits and summaries of costs incurred
Financial Tracking: Receive direction from the Project Manager to enter financial forecasts, establish baseline financials, track updates or report on financials and escalate non-routine questions
Team Collaboration: Interact with peers and the Project Manager on various project functions

6. Project Coordinator Overview

Project Coordination: Plan, execute and close cross-functional customer projects while working with key stakeholders
Schedule Planning: Create a project schedule and identify required resources
Plan Maintenance: Maintain project plans, schedules, actions, decisions and risk registers
Meeting Documentation: Document format and upload meeting minutes to the appropriate document repository
Document Control: Maintain project documents and tracking tools for assigned projects
Meeting Coordination: Organize, attend and participate in internal and external client meetings
Agenda Preparation: Prepare agendas, minutes and action items for internal and external meetings
Contract Management: Create and update contracts within the financial tracking software SAP
Billing Tracking: Track and manage billing milestones in alignment with project schedules and SAP
SAP Billing: Track create, change and release billing milestones in SAP
Cost Reconciliation: Assist with pass-through cost reconciliation as directed by the Project Manager
Logistics Coordination: Coordinate with internal resources and clients to prepare shipping requests
Document Preparation: Prepare cover letters, inventory transfer requests and required documentation
Approval Coordination: Coordinate with planning teams to produce and deliver Client Approval Forms
Timeline Follow Up: Follow up on delays and due dates for critical materials impacting timelines
Quality Tracking: Track and coordinate client approvals for QC and QA documents including change controls, development plans, batch records, specifications and protocols

7. Project Coordinator Details and Accountabilities

Vendor Prequalification: Complete the prequalification process for new subcontractors and update it annually for existing subcontractors
Contract Administration: Draft and execute subcontractor and vendor commitments before starting work on site
Insurance Compliance: Obtain subcontractor certificates of insurance before starting work on site and maintain them throughout the project duration
Change Orders: Assist the project team with creating and issuing change orders and monthly owner billings
Project Closeout: Assist the project team with the closeout process including ensuring all final invoices are received for commitments, AP invoices, credit cards and fuel charges
Record Management: Maintain owner, subcontractor and vendor commitment records in Procore
Problem Resolution: Resolve administrative problems by analyzing information, identifying solutions and communicating effectively with internal and external customers
Meeting Support: Provide meeting support by taking accurate meeting minutes and distributing them within 24 hours
Invoice Resolution: Research and resolve internal and external invoice discrepancies
Stakeholder Coordination: Work closely with owner representatives to recognize and resolve inconsistencies

8. Project Coordinator Tasks

Bid Coordination: Assist pre-construction team with qualifying and verifying the list of subcontractors for bid documentation, bid solicitation and bid management, utilizing Building Connected
Budget Management: Utilize Sage Estimating, Sage 300 and Procore to support the project team with budget management throughout the life of the project
Document Management: Support the project team with document management in Procore and SharePoint
Risk Reporting: Keep management informed of unmanaged risks
Change Management: Assist the project team with change management, utilizing the Procore processes
Financial Processing: Accurate and timely processing of accounts payable and receivable
Office Administration: Perform general duties that include copying, filing, setting up meetings and answering phone calls
Process Improvement: Evaluate project coordination processes, revise procedures and or devise new forms to improve workflow efficiency
Problem Solving: Forecast issues and solve problems with operations or accounting processes
Training Support: Assist with the development of internal and external customers with process-specific training
Public Speaking: Utilize and/or grow public speaking skills to present to office staff on a bi-monthly rotation and record video processes

9. Project Coordinator Roles

Project Tracking: Maintain the International Banking package implementation plans and tracking Book of Work, ensuring project status RAG, delivery dates, issues and risks are up to date
Financial Analysis: Analyse monthly financials, ensuring projected variances are within thresholds
Risk Management: Ensure project and programme risks are logged and remedial actions are followed through
Reporting Analysis: Collate monthly achievements across the department and generate monthly reports and dashboards
Governance Support: Support governance routines and executive presentations including creating meeting materials and capturing key takeaways from the meeting
Special Projects: Drive and lead special projects on behalf of the regional leadership team
Process Optimisation: Identify processes that can be optimised, stopped or automated

10. Project Coordinator Additional Details

Client Communication: Answer phone calls and respond to client questions
Record Management: File documents and keep information up to date on a computer
Meeting Coordination: Schedule meetings and take notes
Budget Support: Help with budgeting and research programs
Issue Analysis: Find the causes of issues in programs
Strategic Support: Help determine next steps for the organization

11. Project Coordinator Essential Functions

Meeting Coordination: Schedule and attend in-person and virtual meetings with home care agencies to review current quality metric ratings
Action Tracking: Document key action items agencies will implement to improve performance and follow up to ensure completion
Dashboard Support: Assist home care agencies in connecting to the Healthfirst Home Health Incentive Dashboard
Report Preparation: Prepare and distribute monthly reports to support the improvement of quality metric ratings
Cross-Team Collaboration: Collaborate interdepartmentally on initiatives involving home care agency outreach
Best Practice Research: Conduct Patient Care Aide and Home Health Aide best practice research and share tools with agencies
Administrative Support: Provide additional administrative support including updating home care agency contact information

12. Project Coordinator Role Purpose

Project Assignment: Assessing and assigning project briefs to various R and D labs, data input, creating and preparing documentation for shipments and information research using SAP and DevEX as well as generating monthly report summaries
Stakeholder Communication: Maintaining daily cross-functional contacts within Flavor Solutions corporate support teams, global technical teams and customers
Process Support: Support 5 departments in maintaining the project brief process
Cross Team Liaison: Daily communication with sales, sales support teams, all TIC labs, Export teams, Regulatory, International Trade Compliance and global technical partners
Status Reporting: Prepare customer sample and formula-related reports that describe the status of the business
Shipment Documentation: Prepare various documents to support global lab sample shipments
Time Tracking: Track departments' time against projects and customers

13. Project Coordinator General Responsibilities

Schedule Management: Assist Project Managers with creating and managing project schedules
Process Leadership: Act as a project leader and drive consistent, organized processes
Status Reporting: Assess, monitor, document and communicate on project scope status, risks and key learnings to project stakeholders and the PMO
Project Planning: Be responsible for the creation and distribution of complete project plans and related documentation
Requirement Analysis: Work closely with implementation partners, business teams and development teams to distill product requirements into actionable user stories and specifications
KPI Analysis: Design and analyze project KPIs in line with the PMO strategy to drive continuous improvement
Information Capture: Capture and document project-related business, functional and technical information during the project lifecycle
Risk Management: Identify, analyze, prioritize, mitigate and communicate project risks in an elevated manner
Stakeholder Liaison: Act as a key contact between all parties, escalating all communication
Technical Support: Assist with technical feasibility, implementation approach, deployment strategies and QA efforts

14. Project Coordinator Key Accountabilities

Administrative Support: Provide high-level administrative support for the EHS team by PO processing, filing business correspondence, meeting coordination, permitting and licensing assistance, maintaining office supplies, event planning, logistics support, special projects and related tasks
Systems Expertise: Act as an internal systems expert for the EHS department including financial systems, HR systems, IT systems, SharePoint, MS Office and Learning Management Systems
SharePoint Management: Maintain departmental and EHS Team SharePoint sites including architecture and function updates, content and library management solution recommendations and annual content reviews
Reporting Coordination: Coordinate and manage EHS reporting both internal and external
Data Processing: Collect and process data for standard reporting and tracking
System Improvement: Develop and coordinate improvements to data tracking and reporting systems
Records Management: Act as EHS Business Records Manager and maintain departmental record keeping, filing, archiving and records retention according to internal standards
Audit Coordination: Coordinate internal and external audit logistics and documentation
Document Control: Act as a point person for documents
Audit Records: Gather, organize, build and maintain audit records
Policy Maintenance: Manage regular review and updates of core EHS documentation including policies, manuals and SOPs
Process Improvement: Manage and or participate in departmental process improvement projects and other emerging projects
EHS Operations: Execute other EHS administrative support duties and projects

15. Project Coordinator Roles and Details

Global Coordination: Coordinate work across a range of jurisdictions and time zones worldwide
Regulatory Compliance: Ensure client legal entities are compliant with local requirements
Client Management: Manage multiple clients as the main point of contact and ensure overall client satisfaction
Invoice Management: Ensure invoices for completed work are issued accurately and on time
Client Reporting: Carry out monthly update calls with clients to review progress and complete action points
Client Onboarding: Assist with setting up new clients and engaging local legal teams for corporate secretarial services
Database Management: Ensure client databases are kept up to date
Data Maintenance: Maintain internal databases and spreadsheets

16. Project Coordinator Responsibilities and Key Tasks

Customer Liaison: Serve as the single point of contact for customers during the installation lifecycle
Project Ownership: Take responsibility to make sure projects run smoothly
Expectation Management: Manage customer expectations of project deliverables and timelines
Progress Communication: Proactively communicate with customers, keeping them informed of progress
Milestone Delivery: Drive action and execution to ensure that project milestones are completed promptly
Conflict Resolution: Manage conflict and customer dissatisfaction issues by working proactively to resolve them promptly
Engineering Requests: Manage all Engineering part requests to suppliers, Operations and contract manufacturers
Parts Tracking: Receive log and keep track of all parts
Inventory Control: Manage the Engineering inventory and storage
Logistics Handling: Handle all incoming and outgoing shipments for Engineering
Change Control: Create a process and track ECRs assigned
Product Lifecycle: Work with new product introduction teams and product lifecycle management processes, supporting Engineering and production builds
Financial Management: Responsible for all purchase orders and invoicing for the Engineering group

17. Project Coordinator Duties and Roles

Stakeholder Liaison: Act as a point of contact liaison and trusted advisor between infrastructure and business IT teams
Project Oversight: Maintain and supervise project plans, project schedules, work hours, budgets and expenditures
Portfolio Management: Handle a portfolio of IT initiatives approved by CIS leadership and implemented in support of organizational goals
Meeting Coordination: Coordinate and assist multiple infrastructure project teams with organizing and attending stakeholder meetings
Action Tracking: Document and follow up on important project actions and decisions from meetings
Presentation Support: Prepare necessary presentation materials for status meetings
Resource Coordination: Coordinate appropriate infrastructure resources to ensure project timelines are met
Change Communication: Review, assess scope and impact and clearly communicate project changes
Framework Compliance: Ensure projects adhere to required frameworks and that documentation is maintained appropriately
Risk Management: Assess project risks and issues, develop go-to green plans and supervise progress to mitigate or close risks
Meeting Facilitation: Facilitate project meetings and distribute minutes to all project team members
Calendar Management: Build initiative calendars for non-project action items and scheduled meetings
Priority Communication: Ensure organizational and business priorities are clearly and consistently communicated
Strategic Alignment: See the big picture and connect work to broader business goals
Application Support: Undertake application project tasks

18. Project Coordinator Roles and Responsibilities

Client Support: Promptly respond to clients and prioritize requests and inquiries while remaining exceptionally organized in a fast-paced environment
Department Liaison: Act as a liaison with other departments and outside agencies
Request Tracking: Receive project requests and inquiries via email and telephone, log them into proprietary tracking software and move requests through the proper workflow
Client Experience: Ensure a positive client experience through professional telephone and email communication
Issue Resolution: Anticipate client issues, questions and inquiries and work with internal contacts to resolve matters
Written Communication: Prepare written responses to correspondence containing routine inquiries
Report Preparation: Compile data and prepare recurring and ad hoc reports using word processing, spreadsheets, databases and presentation software
Meeting Coordination: Schedule and coordinate internal and external meetings
Meeting Documentation: Prepare agendas, ensure notes are logged and follow-up tasks are recorded in proprietary software
File Management: Log project files in the electronic filing system and keep all matters updated and current
Process Improvement: Collaborate with the Data Analyst to identify process improvement opportunities and implement changes
SOP Maintenance: Maintain and routinely audit standard operating procedures and templates for responsible lines of business

19. Project Coordinator Duties

Operational Execution: Own testing operational execution in coordination with internal teams, supporting workflows such as recruitment outreach campaign, QA and performance tracking across multiple projects
Campaign Monitoring: Monitor and troubleshoot the progress and performance of test campaigns to ensure overall program quality and consistency
Request Triage: Triage incoming requests utilizing technology, customer service and sound judgment
Real Time Support: Respond promptly and work one-to-one in real time
Insight Generation: Gather learnings and insights for internal teams to support product development and help advertising partners achieve marketing objectives
Team Collaboration: Actively participate, collaborate and add value in weekly training and operational meetings and implement new practices quickly
Process Optimization: Identify tool and process efficiency gains using an analytical perspective

20. Project Coordinator Details

Document Control: Set up and maintain key project documentation including the RAID log, benefits log, resource logs, action and decision log and project plans
Metric Tracking: Track project metrics and actions including milestones, resources and benefits
Standards Compliance: Monitor compliance with project management standards, processes and artefacts
Process Development: Develop and maintain a process for project document management
Governance Support: Provide secretariat services for governance forums organising project meetings, preparing meeting papers and collating minutes
Policy Compliance: Ensure projects comply with University policy across all project work, developing and promoting clear guidelines and liaising with relevant teams to ensure adherence
Status Reporting: Establish and deliver a process to collate and consolidate status reporting across the project in liaison with colleagues
Deliverable Management: Manage and deliver specific project deliverables, developing plans, reviewing processes and preparing presentations, data analysis and reports with the Project Manager's support
Workshop Support: Support the delivery of project workshops, assisting with facilitation and documenting outputs
Administrative Support: Provide general administrative support including procurement requisitions, purchase orders and meeting organisation

21. Project Coordinator Responsibilities

Customer Liaison: Serve as the operational point of contact for customers at the outlet level for the Food Service project activity
Order Generation: Generate equipment orders or work orders for volume-generating or equipment placement activities for chain and national account projects
Equipment Sourcing: Source and order required equipment and parts
Schedule Coordination: Schedule activities with customers and confirm outlet readiness to avoid wasted trips and reduce travel and labor costs
Customer Closeout: Perform customer close-out calls to confirm completion and satisfaction
Issue Resolution: Resolve issues and exceptions within the order management process and follow up with customers, outlet COM and Sales Support stakeholders
Partnership Management: Create and maintain partnerships with customers, clients and third-party service providers such as service agents and distributors
Performance Alignment: Establish common goals, objectives and performance targets to improve mechanical service and installations
Technical Support: Troubleshoot equipment issues by telephone to minimize customer downtime and service cost
System Processing: Process order information using Coca-Cola information systems to deliver data and communicate demand
Order Expediting: Expedite priority orders to maximize customer satisfaction and equipment uptime
Transaction Processing: Process orders for goods and services with partners, customers, suppliers and company associates through phone or electronic means

22. Project Coordinator Accountabilities

Dealer Coaching: Facilitate coaching and consult with dealers to ensure monthly and yearly sales objectives are met and dealership goals are achieved
Program Compliance: Manage dealer compliance with company programs and administer company policies and procedures
Digital Marketing: Assist in implementing dealer-level digital marketing and advertising campaigns
Website Optimization: Work to improve retail website performance and increase lead-generating activities
Sales Analysis: Analyze dealer sales, local market conditions and competition to identify sales opportunities
Training Delivery: Conduct sales and training activities including remote customer meetings
Issue Resolution: Assist in dealer and customer problem resolution
Customer Retention: Coach dealers on customer retention satisfaction and dealership loyalty

23. Project Coordinator Functions

Project Setup: Set up and coordination of work plans, delivery timelines, Project Management Plan, Communications Planning and other project start-up documentation
Contract Alignment: Draft work orders and change orders to maintain contractual alignment of studies
Meeting Management: Schedule project meetings, facilitate updates from project delivery teams, draft meeting agendas and minutes and actively manage project risks, actions, decisions and issues
Stakeholder Liaison: Interface with study Sponsors, external third-party vendors, Everest functional leaders and sites to support project delivery activities
Task Coordination: Facilitate ad hoc requests to coordinate and follow up on critical path tasks
Data Maintenance: Support timely and accurate maintenance of study information in systems and documents such as the training matrix tracker and work management tools
Financial Management: Perform invoicing, billing and general financial management and analysis to support healthy project financial performance
Billing Tracking: Maintain up-to-date financial work orders and billing tracking
Inspection Readiness: Support the Project Team in ensuring inspection readiness for all aspects of study conduct

24. Project Coordinator Overview

Project Coordination: Coordinate project activities and assist in execution
Stakeholder Collaboration: Work closely and collaboratively with key stakeholders to define project activities, budget and outcomes
Logistics Planning: Prepare and manage logistics scheduling and target audience communications
Contractor Management: Manage hiring of the independent contractors, research team and hourly personnel
Financial Processing: Responsible for purchasing reimbursement and travel to process purchase requisitions, reimbursements and travel for the GDC Director and students
Event Planning: Plan and organize GDC conferences, seminars, workshops, visitors and meetings
External Liaison: Maintain direct contact with individuals from outside organizations and university departments associated with the project or program
Budget Management: Manage Center accounts and assist the GDC Director with budget management
Proposal Support: Assist in proposal and report writing
Presentation Development: Develop PowerPoint presentations

25. Project Coordinator Details and Accountabilities

Project Planning: Maintain and modify project plan documentation and staffing requirements for multiple projects
Meeting Coordination: Schedule and coordinate project team meetings
Agenda Preparation: Prepare agenda materials, presentations and necessary equipment
Meeting Minutes: Record and distribute minutes or notes and follow-up actions
Action Tracking: Follow up with team members to ensure actions are completed according to the timeline
Report Preparation: Compile data and prepare regular and ad hoc reports and presentations
Document Distribution: Distribute project reports and documents as directed
Financial Tracking: Monitor and track project documents and finances
Record Management: Maintain project document files and records in accordance with established procedures
Progress Reporting: Track and report on financial expenditure, project status and progress and resolve obstacles to keep projects on track
Team Liaison: Act as a liaison and resource for multidisciplinary team members
Stakeholder Communication: Communicate with client groups and stakeholders and respond to requests for data and information
Milestone Planning: Collaborate with leadership and teams to identify and schedule project deliverables, milestones and outcomes
Problem Resolution: Independently research and follow through on information requests and assist with problem resolution

26. Project Coordinator Tasks

Project Tracking: Monitor the progress of team-level projects and tasks using Jira
Meeting Coordination: Organize and attend stakeholder meetings
Meeting Documentation: Capture meeting notes and action items
Action Follow Up: Follow up on action items and bring them to a close
Report Management: Create and maintain project reports
Status Communication: Communicate project updates, escalations and accomplishments to leadership, PMO and stakeholders
External Liaison: Act as a liaison for external teams

27. Project Coordinator Roles

Template Compliance: Champion use of a template across disciplines within a region
Quality Assurance: Assist and work with the Project Director to ensure QA procedures are adhered to
Process Control: Minimise the opportunity for project process failure
Project Support: Support engineering teams in managing and delivering projects by assisting with resource planning, financial planning and project management
QA Monitoring: Track and monitor QA procedures and report to the Office Director at agreed intervals
Progress Reporting: Assist Project Directors and Project Leaders in preparing monthly and weekly progress reports to clients to accompany invoices
Document Control: Undertake document control for the project
Team Collaboration: Support the Project Leader and Project Director to collaborate effectively across internal and external teams
Information Management: Support the Project Director and Project Leaders with managing project information including RFI schedules, client comments, correspondence logs, watchlists, technical queries, risk registers and change logs
Programme Support: Support the Project Leader in preparing monitoring and responding to programmes to ensure sufficient time is allocated for engineers to complete designs

28. Project Coordinator Additional Details

Execution Planning: Assist in preparing project execution plans
Change Control: Assist in managing and maintaining the project change control process and supporting documentation
Meeting Coordination: Organise meetings, meeting rooms and facilities
Attendance Tracking: Chase engineers for attendance at appropriate meetings
Design Coordination: Help to facilitate project coordination and touchdown sessions between BH design disciplines
Action Tracking: Record, monitor and coordinate design team actions in the delivery of multi-disciplinary design services
System Compliance: Work with the City POM team to ensure Project Directors, Project Leaders and Job Leaders maintain fee and planning information in systems
Record Maintenance: Work with the City POM team to support PD PL managers and maintain accurate sub-consultant records in systems
Fee Claims: Prepare cases for additional fee claims in conjunction with project leaders
Financial Monitoring: Support the Project Leader and Project Director with monitoring and maintaining project finances

29. Project Coordinator Essential Functions

Fee Monitoring: Monitor fee spend against planned chase job leaders for ETC updates and manage reimbursable expenses
Invoice Support: Assist the Project Leader and Project Directors in assembling invoices and supporting documentation for submission to clients
Invoice Scheduling: Maintain and implement invoice schedules
Payment Tracking: Monitor fees and payments against schedules
Change Support: Support the Project Director in managing change and preparing additional fee claims
Time Tracking: Implement time tracking procedures where time-based invoicing is required
Resource Planning: Support the group manager in planning resource allocation for the whole group
Client Liaison: Act as the first point of contact for clients and third parties to answer queries or obtain responses from the relevant BH team member
Document Control: Support management of document records in line with the BH Quality Management System
QA Monitoring: Track and monitor QA procedures and report back to the Project Director at agreed intervals

30. Project Coordinator Role Purpose

Data Reporting: Assist in the collation of project data, preparing and updating project reports
Deadline Monitoring: Monitor team tasks against agreed deadlines
Meeting Participation: Attend project and group meetings
Action Coordination: Monitor and coordinate actions and responses arising
Discipline Coordination: Ensure specialist disciplines attend appropriate meetings and have the necessary background to integrate seamlessly and deliver a holistic Buro Happold service
QMS Compliance: Support the Project Leader to ensure QMS audit compliance
Document Quality: Contribute to the implementation and maintenance of procedures to ensure documents issued are checked, corrected and complete before release
Design Review: Prompt Job Leaders and Project Leaders to ensure compliance with Design Review procedures
System Setup: Ensure common systems and templates are set up and communicate any problems to IT Support
Meeting Organisation: Organise project meetings held within Buro Happold offices

31. Project Coordinator General Responsibilities

Project Coordination: Provide basic to moderate coordination for project activities to a manager, director or head of department
Stakeholder Coordination: Coordinate projects by working and communicating with internal and external parties to organize, initiate, run and conclude project activities
Schedule Management: Develop project schedules and prepare process and track project-related purchase requisitions, supplies, reimbursements, expense reports and invoice payments
Event Coordination: Organize and coordinate schedules, activities and special events
Conference Support: Coordinate conference preparation activities including logistics, technical support and food and beverage arrangements
Staff Support: Assist in the recruitment, hiring and training of clerical staff, assistants, trainees and volunteers for the program
Process Improvement: Review workflow and recommend improvements to ensure appropriate cycle times and efficiency
Grant Support: Participate in grant-related activities including developing grant application proposals and fundraising activities
Grant Documentation: Collect and organize required paperwork for grant submission

32. Project Coordinator Key Accountabilities

Issue Coordination: Follow up and coordinate the resolution of all issues
Data Collection: Gather and collect data from different parties and present findings
Information Research: Research problems, issues and concerns and respond to requests for information
Training Support: Assist in developing materials and presentations for training and educational sessions, departmental seminars and other activities
Report Preparation: Prepare and review documents and generate status and progress reports for ongoing and pending projects including moderate analysis of findings
Presentation Planning: Outline agendas, plan and prepare presentations and compose memos and letters
Approval Management: Review, edit and obtain appropriate approvals
Correspondence Handling: Respond to routine correspondence and refer non-routine items to the appropriate party
Policy Compliance: Follow protocols as defined by the grant and the Medical Center policies and procedures

33. Project Coordinator Roles and Details

Data Management: Collect, prepare and maintain data for analysis reports and reference
Schedule Management: Maintain the daily schedule calendar and meeting requests
Agenda Coordination: Coordinate and prepare agendas for meetings, events and presentations
Travel Coordination: Coordinate travel arrangements, prepare authorizations and review expense reports
Procurement Support: Order supplies and services and reconcile invoices
Program Coordination: Partner with leadership to coordinate, execute and maintain programs and initiatives
Cross Team Collaboration: Contribute to a culture of collaboration by working across business lines and communicating knowledge and processes
Process Improvement: Identify areas of improvement, determine solutions and implement enhancements to improve operations standards and results
Project Participation: Serve on teams and task groups for projects and initiatives within the business unit or across the organization
Project Planning: Prepare project plans, proposals, schedules, budgets and communications
Progress Tracking: Monitor and maintain project or program schedules, documentation, progress and change requests and provide weekly status updates
Meeting Support: Organize and attend meetings and distribute minutes to team members
Stakeholder Collaboration: Collaborate with various levels of staff to accomplish tasks and assignments

34. Project Coordinator Responsibilities and Key Tasks

Cross-Functional Coordination: Work cross-functionally and across geographies with stakeholders to support large-scale programs and initiatives
Project Documentation: Manage and update documentation on project schedules, success criteria and project milestones
Risk Communication: Identify and communicate risks within task dependencies and mitigation plans
Milestone Planning: Develop and maintain goals, milestones and completion dates
Data Confidentiality: Handle confidential and sensitive information with extreme discretion
Program Improvement: Support ongoing program improvements based on user feedback and performance measurements
Customer Focus: Start with the customer and work backwards
Project Communication: Utilize strong written and oral communication skills for project communications and standard operating procedure documentation

35. Project Coordinator Duties and Roles

Lead Management: Manage the pipeline of customer leads and sign-ups and proactively track and manage the process from initial enquiry to successful installation
Customer Support: Support customers via email and telephone to progress them through the sign-up process
Customer Experience: Ensure customers have a brilliant customer experience through proactive and thoughtful communication
Stakeholder Coordination: Liaise with different areas of the business, such as field teams and internal operations teams, to manage opportunities, challenges and delivery timescales
Process Improvement: Spot opportunities for continuous improvement and suggest potential solutions
Meeting Coordination: Schedule and minute project meetings and workshops
Document Control: Collate project outputs and files to ensure key outputs are captured and stored in a single repository
Administrative Support: Coordinate team administrative tasks including raising purchase orders, reporting, minute-taking, diary management and project workshops
Governance Reporting: Ensure governance reporting is kept up to date and assist the project management team with document management
Financial Tracking: Closely track and monitor project financials across multiple projects

36. Project Coordinator Roles and Responsibilities

Project Management: Manage all ongoing small projects to maximise revenue and profit generation
Team Coordination: Coordinate and liaise with engineers, contractors and wider project teams to deliver projects on time and within budget and ensure works meet required standards
Customer Communication: Ensure relevant and effective communication is maintained with customers and paperwork is completed correctly
Process Compliance: Follow agreed processes and documentation including programmes, lessons learned and capturing variations during project delivery
Budget Monitoring: Review spending against the budget for each installation
Approval Management: Seek approval from the Senior Project Manager where projects deviate from the plan
Health Safety: Promote a safe working environment by ensuring compliance with Health and Safety procedures, identifying risks and reporting faults
Revenue Forecasting: Provide an accurate monthly revenue forecast

37. Project Coordinator Duties

Order Coordination: Communicate with showrooms and designers about new orders
Order Processing: Create Order Acknowledgements, Purchase Orders and Invoices throughout the order process for clients and vendors
Data Accuracy: Ensure accuracy of information on all documents
Order Tracking: Monitor the progress of each order and communicate with ECDs, showrooms and designers accordingly
Schedule Management: Maintain completion schedules for workrooms
Shipping Coordination: Ensure timely release of product to shippers or clients
Billing Support: Work closely with the Principal and bookkeeper on billing and reconciliation
Sales Reporting: Maintain sales documentation in ongoing reporting
Shipping Quotes: Request and provide shipping quotes
Order Release: Release completed orders to shippers and vendors
Issue Resolution: Resolve basic shipping issues
Delivery Tracking: Provide tracking and ETAs to showrooms and designers
Logistics Support: Ship SFAs to showrooms and designers

38. Project Coordinator Details

Meeting Logistics: Support all logistical requirements for major meetings including scheduling room setup, managing AV, taking meeting minutes, action items and drafting follow-up communication
Action Management: Responsible for managing action items and supporting the team in developing enterprise updates and communication
Report Coordination: Work with team leaders to complete weekly report updates
Team Facilitation: Facilitate morning huddles and weekly updates with the team
Meeting Coordination: Coordinate team meetings
Governance Management: Develop and follow a governance structure for retention of key documents and decisions
Decision Tracking: Work with business area leaders to collect and update decision logs per process
Travel Support: Support administrative and documentation requirements for travel and training
Portfolio Support: Partner with the Portfolio Management team to support the intake of new items and data collection
Quality Review: Provide QA QC of materials
Project Coordination: Coordinate planning, design and construction of multiple capital and or OM projects under supervision
Process Support: Support documentation development of materials, meeting minutes and process improvement work

39. Project Coordinator Responsibilities

Change Management: Ensure the integration of communication and change management practices into all activities
Procurement Coordination: Coordinate with procurement to solicit external materials and services for project deliverables including stewarding purchase orders, contracts, invoice payments and interfacing with storeroom personnel
Issue Communication: Proactively and effectively communicate issues and recommendations for strategies and tactics
Executive Liaison: Interface with appropriate management levels including senior executives, to gain necessary approvals and support team members in managing the process
Documentation Standards: Develop documentation per Enterprise standards within applicable divisions
Team Coordination: Coordinate project team activities in conjunction with operational project needs
Data Analysis: Perform analysis of process and portfolio data
Reporting: Generate reports and data
Process Management: Manage multiple simultaneous processes and calendars in a dynamic environment with minimal supervision when given general guidelines
Task Management: Handle multiple assignments with minimal supervision
Decision Support: Apply judgment and make recommendations or decisions that may affect the section department or division

40. Project Coordinator Accountabilities

Billing Analysis: Prepare supporting analysis for fee billings monitoring and conducting credit collection
Budget Control: Take the lead on budget setting analysis, challenge work in progress, summarize costs against budget and highlight variances to the account team members
Client Liaison: Act as a point of contact for clients, handling non-technical coordination queries and proactively building ongoing relationships
Audit Coordination: Play a key role in project management of the audit cycle through diary management and maintaining audit timetables and staffing
Risk Awareness: Understand the importance of risk to support audit teams in completing client acceptance procedures
Meeting Management: Prepare and distribute meeting materials, facilitate discussion, take and distribute minutes and follow up on actions
Global Coordination: Work closely with the EY overseas Global Delivery Service team, delegating routine administrative tasks
Task Supervision: Supervise and monitor the work of the Global Delivery Service function while maintaining responsibility for task completion

Relevant Information

What Does A Construction Project Coordinator Do?

What Does An IT Project Coordinator Do?

What Does A Project Do?