Project Coordinator Sample Job Descriptions

[Your Company Name] is searching for an experienced project coordinator to join our team. The ideal candidate would be able to work within a budget to solve various problems, communicate well with other employees to set proper expectations of what needs to get done, and keep a record of everything that is going on while frequently updating the project manager of the current situation on the project. They need to be organized and attentive to their work in order to record and make sure everything is going according to plan. While the job can sometimes get stressful, it can also be exciting as you work on various different projects each day. 

Typical duties and responsibilities

• Maintain and oversee project plans, schedules, and work hours 
• Keep track of budgeting and expenditures 
• Making sure project deadlines are reached 
• Talk with clients to determine requirements, scope, and objectives
• Taking notes and following up on the important steps and decisions discussed during meetings 
• Prepare the necessary materials for presentations in important meetings
• Offer additional administrative help as needed
• Define project changes and create an additional plan to go about that change
• Determine project risks and present solutions where applicable 
• Organize and participate in team meetings
• Create a project calendar that reveals when goals and objectives need to be reached 
• Take care of the appropriate legal paperwork i.e. contracts and terms of the agreement 
• Regularly update the project manager on each department’s progress 
• Undergo routine quality assurance tests
• Act as the main point of contact and communication for project status for all employees

Education and experience

• Bachelor’s degree in business or another related field
• 2+ years of experience in related field
• PMP/PRINCE2 certification is preferred

Required skills and qualifications

• Excellent multitasking and time-management skills
• Ability to lead and direct a team
• Strong communication skills 
• Understands risk management and quality assurance control 
• Ability to set up and interpret flowcharts
• Ability to make schedules and create step-by-step action plans
• Competent in using Microsoft applications, such as Word, Excel, and Outlook
• Ability to work under pressure while ensuring project quality and efficiency 
• Advanced computer skills and up-to-date knowledge on the technology used in various projects
• Can perform various administrative procedures
• Comprehend various contracts and terms of agreements
• Ability to quickly recognize problems and come up with solutions to solve them

Preferred qualifications

• Willingness to celebrate the success of your team and project
• Experience working with a group of other project coordinators
• Strong background and experience in business operations

Responsibilities

• Supporting sales by owning the order fulfillment process
• Preparing quotes and processing orders
• Using Khameleon to update sale orders.
• Create quotes
• Place client orders by cutting and sending purchase orders to furniture and labor vendors
• Track shipments and deliveries with manufacturers and freight companies
• Communicating status of orders and ensuring accurate information is sent to customers.
• File punch and warranty claims with manufacturers
• Train to double check specs against scope of work
• Opportunity for local on-site visits, 1-4x per month, will train with PM and install during first 6 months
• Assisting in the implementation of policy and procedures
• Maintaining an efficient work environment
• All other duties as assigned

Qualifications

• 1-2 years experience Project Coordination
• Detailed oriented
• Preferred Design industry experience

Essential job functions, duties, and responsibilities

• Type correspondence, meeting minutes, and compile required documents in standard company format, etc.
• May prepare own correspondence and compose for signature as directed
• Develop and maintain filing system
• Answer telephones, take messages, screen and handle routine items
• Maintain supervisor’s calendar; arrange and schedule meetings; coordinate business and client meetings
• Open and distribute mail for project/department
• Arrange for travel, hotel, and car reservations
• May assist in the maintenance and update of accounting reports
• Assists in the preparation, compilation, and distribution of monthly reports
• Handle and/or administer confidential documents
• May function as a liaison between supervisor and other company personnel
• Have knowledge of company organization, policies, practices, and personnel in order to carry out responsibilities

General background and minimum requirements

• Two-year business and/or secretarial school
• 2 to 5 years of work experience
• Excellent proofreading and grammar skills required
• Preferred shorthand or fast longhand skills
• Proven ability in planning, organizing and implementing work priorities
• Proven ability to perform a variety of critical and often confidential tasks with constantly changing priorities
• Proven ability to meet deadlines, carry through assignments and exhibit accuracy and neatness
• Proven ability to interact, develop and maintain a positive working relationship with personnel on all levels, both within the company and with clients
• Proven proficiency in word processing (55-WPM) including proficiency in current corporate software packages
• Proficiency in operation of standard office equipment

Job description

• The project coordinator will be responsible for actively participating in project planning including but not limited to; general project oversite, resource management, organization of meetings and taking meeting minutes, working with project management tools for control and status management, and coordination of various teams, communications, and presentations
• This person will participate in strategic business planning to accelerate the unmanned aircraft systems (UAS) integration strategy for the business unit
• A successful project coordinator will be able to manage deadlines, interact with multiple teams, communicate project status, be competent in project management tools, have experience with managing program financials, and is highly organized, be a good communicator, and can oversee a project management portfolio with several interdependencies

Skills

• Synthesize data to provide information to key stakeholders in a clear, succinct manner
• Maintain and monitor project schedules, plans, and calendars
• Maintain thorough and timely documentation
• Proactively monitor and ensure that project deadline is met
• Facilitate customer and partner meetings as required
• Actively take meeting minute recordings and distribute them to relevant team members in a timely manner
• Actively contribute to business case and financial modeling for UAS integration services
• Ensure company guidelines are followed and met
• Bachelor’s degree in Business or related field of study with a minimum of 5+ years of relevant experience
• Experience with various project management software utilities (Microsoft Project, Jira, Salesforce, Asana, etc.)
• Strong background in finance, accounting, or another business-related field
• Exceptional verbal, written, and presentation skills
• Strong ability to work both independently and as part of a team
• Experience supporting enterprise-level technical projects
• Competency in Microsoft applications suite
• File management knowledge
• Ability to work in a fast-paced environment with tight deadlines

Must haves

• Project Coordinator
• Project Costing
• Project Scheduling
• Microsoft Project
• Project Management

Education

Bachelor’s degree in Business or related field of study with a minimum of 5+ years of relevant experience