Project Coordinator job description: Duties, skills and responsibilities

A Project Coordinator plays an essential role in helping organisations deliver projects efficiently and on time. Acting as the critical bridge between teams, resources and timelines, the Project Coordinator ensures seamless project execution and contributes significantly to business operations.

This guide outlines the responsibilities, skills and qualifications necessary for the role and helps employers craft a detailed job description to attract the right candidates.

Project Coordinator job duties and responsibilities

The core responsibilities of a Project Coordinator involve organising, supporting and tracking project activities to ensure outcomes align with business objectives.

Typical duties for a Project Coordinator include:

• Project support and coordination 
  • Assist the Project Manager in planning, scheduling and overseeing project timelines. 
  • Coordinate cross-functional teams to ensure tasks are executed promptly. 
  • Organise and manage project meetings, including preparing agendas and documenting minutes. 
• Resource and budget management
  • Track resource allocation and ensure efficient use of project budgets. 
  • Monitor expenses, report discrepancies and provide cost-effective solutions. 
• Communication and documentation
  • Act as a central communication point for project updates and queries. 
  • Maintain detailed project documentation, including schedules, task lists, reports and risk registers. 
  • Provide regular status updates to stakeholders and escalate issues as needed. 
• Risk and issue management 
  • Identify potential roadblocks and propose timely solutions to mitigate risks. 
  • Monitor dependencies and address conflicts that may affect progress. 
• Quality assurance 
  • Ensure project deliverables meet quality standards and align with business objectives. 
  • Perform post-implementation reviews to identify areas for improvement. 

A successful Project Coordinator demonstrates strong organisational skills, attention to detail and the ability to manage multiple priorities in a fast-paced environment.

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What should be included in a Project Coordinator job description?

Employers should ensure their job description provides a clear, concise and comprehensive overview of the role. Key inclusions are:

• Job overview: Explain the significance of the position and its impact within the organisation. 
• Primary responsibilities: Detail the daily duties, long-term responsibilities and overarching project goals. 
• Required skills: Highlight the key technical abilities and personal traits candidates need to succeed. 
• Educational qualifications: Specify desired academic backgrounds, certifications and years of relevant experience. 
• Work environment: Share details about team structures, remote work options or on-site expectations. 
• Call-to-action (CTA): Encourage interested candidates with clear application instructions. 

Crafting a comprehensive description ensures clarity and alignment between employer expectations and applicant capabilities.

Example of a job description

We are seeking a detail-oriented Project Coordinator to join our team and support crucial projects. This role is pivotal in ensuring deliverables meet deadlines, budgets and business expectations.

Key responsibilities:

• Organise and manage daily project tasks to ensure smooth execution. 
• Collaborate with internal teams to maintain alignment across all project phases. 
• Monitor project schedules, update timelines and track resource allocation. 
• Maintain comprehensive project documentation and prepare reports for stakeholders. 
• Support risk mitigation efforts by identifying and resolving project barriers. 

Required skills:

• Proven experience in project coordination or a similar administrative role. 
• Excellent organisational and multitasking abilities. 
• Strong communication skills to liaise effectively with diverse teams and stakeholders. 
• Proficiency in project management software such as Monday.com, Trello or MS Project. 
• Ability to thrive under pressure and adapt to changing priorities.

Work environment:

• Full-time, hybrid role with flexible working arrangements. 
• Join a collaborative team driven by innovation and project excellence.

If you are a team player who enjoys bringing organisation and clarity to complex projects, we’d love to hear from you.

What is the best way to screen candidates?

An efficient screening process ensures you identify the best candidates with the skills and experience your organisation needs. Follow these steps:

• Resume review: Look for operational experience in coordinating teams and managing multiple projects. Verify technical skills, including familiarity with project management tools and budgeting. 
• Technical assessments: Provide a time-sensitive task to test candidates’ ability to organise project schedules or resolve typical challenges.

• Scenario-based questions: Ask candidates how they would respond to unexpected project delays, conflicts or budget constraints.
• Cultural fit evaluation: Assess their communication style during interviews to ensure alignment with your team dynamics.

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What skills should a Project Coordinator have?

A great Project Coordinator needs to bring both technical expertise and soft skills to the table. Key attributes include:

• Organisational proficiency: Efficiently manage schedules, resources and competing priorities. 
• Problem-solving: Address project challenges effectively and with measured solutions. 
• Communication: Ensure clarity across teams and maintain high levels of transparency. 
• Technical knowledge: Mastery of project management software like Monday.com or Smartsheet. Familiarity with budgeting tools and reporting methods. 

What qualifications should a Project Coordinator have?

While experience often outweighs formal education, certain qualifications enhance a candidate’s suitability:

• Educational background: Diploma or Bachelor’s degree in Business Administration, Project Management or a related field. 
• Certifications: Certifications such as Certified Associate in Project Management (CAPM) or similar qualifications. 
• Experience: 2–4 years of relevant project coordination or administrative experience.

Providing these expectations helps align candidates to the role and clarifies qualifications.

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