What Is a Project Coordinator?
A project coordinator is an administrative professional who assists on a project that is usually outsourced on a client/contractor basis. Projects that are outsourced will often require a project coordinator who assists the client and another separate project coordinator who assists the contractor. In this case, both coordinators work in tandem to ensure smooth communication between both sides of the project team. Project coordinators juggle a combination of responsibilities, including communication and schedule management, coordinating meeting materials, and assisting project team members with transportation or relocation if necessary.
As most projects involve the collaboration of two or more separate organizations, one of the most vital coordinator qualifications is strong communication skills. A project coordinator will often be called upon to confirm certain deliverables with the client or contractor, in order to ensure that the project is not impeded by communication mix-ups. The coordinator will be expected to communicate clearly and professionally by email, phone, and other media to ensure that project members are all on the same page and working as efficiently as possible.
Coordinating meetings and other conferences is another important function of a project coordinator role. If the project entails the collaboration of several people from different departments or organizations, the coordinator will need to ensure that a larger number of attendees than usual can be accommodated within the meeting space, whether it be an office boardroom or hotel conference room. Project coordinators often oversee such meeting details as ensuring the availability of adequate seating, electrical outlets for laptops and projectors, extra pens and paper, printouts of any hard copies to give attendees, and breaks or meals.
In addition to providing administrative assistance, a project coordinator may also be assigned travel accommodation tasks if the project requires team members to travel in order to meet with the client. For certain projects, this might only require the project coordinator to arrange transportation to offsite meetings by car or cab. However, in cases where the client has hired an out-of-state or international company to facilitate the project, a project coordinator may be expected to assist with the team members’ relocation. In this scenario, a project coordinator might be assigned with coordinating travel and housing accommodations, immigration paperwork, or other tasks related to helping project members adjust to a new place.
Written by G. Melanson
