We are seeking a highly organized, proactive, and collaboration-driven Project Coordinator to join our Delivery team. In this role, you will work closely with Project Managers and team members to ensure projects are executed smoothly, on time, and in alignment with client expectations.
You will play a key role in supporting project planning, coordination, communication, and documentation across multiple projects. This is an execution-focused role that emphasizes structure, clarity, teamwork, and delivery efficiency.
Key Responsibilities
Project Coordination & Execution Support
- Support Project Managers in coordinating projects throughout their entire lifecycle.
- Assist in managing project scope, timelines, budgets, and contractual deliverables.
- Ensure projects stay aligned with agreed schedules, priorities, and objectives.
- Coordinate multiple projects simultaneously while maintaining delivery quality.
Task & Workload Management
- Review daily workloads across the team in collaboration with Project Managers.
- Help balance workloads to ensure efficient use of team capacity.
- Ensure each team member clearly understands their assignments and deadlines.
- Track task progress and follow up on pending actions.
Communication & Stakeholder Alignment
- Act as a communication bridge between Project Managers, team members, and clients.
- Provide regular project updates to internal teams and clients.
- Proactively identify and escalate risks, delays, or issues.
- Foster strong working relationships with team members and clients to support smooth collaboration.
Reporting & Documentation
- Prepare and maintain project status reports, deliverables, and documentation.
- Keep internal project records accurate, organized, and up to date.
- Support Project Managers with project-related documentation and reporting needs.
Process Monitoring & Improvement
- Monitor project workflows and delivery processes.
- Identify inefficiencies and propose improvements to enhance execution quality.
- Support the implementation of better coordination and communication practices.
Risk & Issue Support
- Assist Project Managers in identifying potential risks and blockers.
- Track issues, dependencies, and follow-ups to keep projects on track.
- Support problem-solving efforts to minimize delivery disruptions.
Desired Skills
- 2+ years of experience as a Project Coordinator or in a similar role within the IT or digital services industry.
- Familiarity with website development projects (WordPress, Shopify, WooCommerce, PHP).
- Experience with project management tools such as Jira, ClickUp, Asana, Monday, or Trello.
- Experience working with international or US-based clients.
- Excellent organizational and multitasking skills.
- Ability to manage multiple projects and priorities simultaneously.
- Experience preparing reports, presentations, and project documentation.
- Strong written and verbal communication skills.
- Experience using AI tools (e.g., ChatGPT, Copilot, Notion AI) for documentation, reporting, task structuring, and workflow optimization.
- Understanding of how AI can support project tracking, risk identification, and productivity enhancement.
- Comfort with adopting new digital tools and automation platforms to improve project coordination efficiency.
Nice to Have
- Understanding of risk management, delivery dependencies, and mitigation planning.
- Exposure to digital agency, SaaS, or software delivery environments.
- Strong problem-solving mindset with the ability to stay calm under pressure.
- Ability to identify process gaps and suggest workflow improvements.