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Project Coordinator job description

A Project Coordinator keeps a project organized: the schedule, meetings, documents, action items and communication between the project manager, team members and vendors. The role books meetings, writes minutes, updates trackers and status reports, follows up on open actions and maintains project files. It is an entry-level role that teaches how projects really run, and a good coordinator makes the project manager's week noticeably easier.

DetailFor this role
DepartmentOperations
LevelEntry level
Reports toProject Manager
Direct reportsNone
ExperienceFresher or up to 2 years in coordination, project support or administration

Project Coordinator job description template

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Job title: Project Coordinator

Department: Operations

Reports to: Project Manager

Location: [City], [office, branch or site]

About the role

A Project Coordinator keeps a project organized: the schedule, meetings, documents, action items and communication between the project manager, team members and vendors. The role books meetings, writes minutes, updates trackers and status reports, follows up on open actions and maintains project files. It is an entry-level role that teaches how projects really run, and a good coordinator makes the project manager's week noticeably easier.

Key responsibilities

  • Maintain the project schedule and task tracker with updates from team members and vendors.
  • Schedule project meetings, share agendas, record minutes and circulate action items within a day.
  • Follow up on open action items before their due dates and report overdue ones to the project manager.
  • Prepare weekly status reports and slides from tracker data.
  • Maintain the project folder with plans, approvals, drawings, contracts and correspondence in version order.
  • Update the risk, issue and decision logs after every meeting.
  • Raise purchase requests and follow vendor deliveries and invoices with procurement and accounts.
  • Arrange logistics for site visits, trainings and go-live events.
  • Collect sign-offs and handover documents from stakeholders at each project milestone.

Requirements

  • Graduate in any discipline, with engineering or management preferred
  • CAPM or a short project management course is an advantage
  • Good written English
  • Fresher or up to 2 years in coordination, project support or administration

KRAs and KPIs for a Project Coordinator

Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.

Key result areaHow to measure it
Tracker currencyProject tracker updated at least twice a week with no stale tasks
MinutesMinutes and action items circulated within 24 hours of every meeting
Action follow-up80 percent of actions closed by their due date after follow-up
Status reportsWeekly status report ready for the project manager's review on time
Milestone sign-offsEvery milestone has its sign-off filed in the project folder

Skills and tools

Calendar managementMinutes and report writingTracker and log maintenanceMS Excel and PowerPointDocument controlFollow-upOrganizationClear communicationInitiative

Tools used day to day: MS Excel or Google Sheets, MS Project, Smartsheet or Trello, PowerPoint, Teams, Zoom or Google Meet, Shared drives.

Reporting line and career path

Project ManagerProject Coordinator
Moves up from: Operations Assistant, Office Coordinator, Operations Trainee
Next roles: Project Executive, Project Manager, Operations Coordinator

Interview questions for a Project Coordinator

  1. How do you write minutes that people actually act on?
  2. A team member ignores three reminders about an overdue action. What do you do?
  3. How would you set up a folder structure for a new project?
  4. What would you put in a one-page weekly status report?
  5. Tell me about a time you juggled several calendars to find a meeting slot.
  6. What is the difference between a risk and an issue?

Managing a Project Coordinator in ZeniaHR

AttendanceWorks the General 9 to 6 shift at the office, with occasional site days for events or go-live. Web punches in the office and on duty requests from the app for site days keep the record complete.LeaveCoordinators should avoid leave in the week of project milestones and steering meetings. Before approving, the project manager should decide who takes minutes and updates the tracker during the absence.Performance and KRAsTracker, minutes, follow-up and reporting KRAs fit a quarterly cycle as weighted KPI goals. The project manager can add a task goal for a specific deliverable the coordinator owns.

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Frequently asked questions

What does a project coordinator do?

A project coordinator supports the project manager by maintaining the schedule and tracker, organizing meetings, writing minutes, following up on actions, preparing status reports, keeping project documents in order and arranging logistics for site visits and events. They keep information flowing between the team, vendors and stakeholders.

What is the difference between a project coordinator and a project manager?

The project manager is accountable for the project's scope, budget, schedule and decisions. The project coordinator supports that work with scheduling, documentation, meeting management and follow-up, but does not own decisions or the budget. Many project managers started as coordinators.

Can a fresher become a project coordinator?

Yes. Project coordinator is one of the more common entry points into project management for fresh graduates, especially those with good written English, Excel skills and some internship or college event experience. A short project management course or CAPM helps a CV stand out.

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