Project Coordinator

Project Coordinator 

Position Summary 

The Project Coordinator supports the planning, execution, and follow-up activities associated with business process design and working sessions. This role is responsible for logistics, documentation, communications, action-item tracking, and ensuring session deliverables are completed accurately and on time. 

Planning and Session Preparation 

• Coordinate meeting schedules, logistics, participant invitations, and materials. 

• Assist in developing agendas, timelines, and session documentation. 

• Gather and organize pre-work materials, process documentation, and supporting artifacts. 

• Ensure stakeholders receive required information and materials in advance. 

Stakeholder Coordination 

• Maintain stakeholder lists and distribution groups. 

• Support communications before, during, and after working sessions. 

• Follow up with participants to collect inputs, documentation, and approvals. 

• Serve as a point of contact for session-related questions and coordination needs. 

Session Facilitation Support 

• Support facilitators during workshops and design sessions. 

• Capture meeting notes, decisions, requirements, pain points, and action items. 

• Document discussion outcomes and maintain session artifacts. 

• Ensure all documentation is updated and stored appropriately. 

Risk and Issue Tracking 

• Maintain RAID logs and project tracking tools. 

• Monitor outstanding risks, issues, assumptions, and dependencies. 

• Escalate unresolved items to the Project Manager. 

• Track completion of mitigation actions and follow-up activities. 

Deliverables and Follow-Up 

• Distribute meeting summaries, action items, and session outputs. 

• Track deliverables, deadlines, and stakeholder responses. 

• Coordinate scheduling of follow-up workshops and working sessions. 

• Compile final recommendations and supporting documentation for stakeholder review. 

• Maintain project records and ensure document version control. 

Qualifications 

• Bachelor''s degree or equivalent experience preferred. 

• 2-4 years of project coordination, administrative, or PMO support experience. 

• Strong organizational, documentation, and communication skills. 

• Experience maintaining project plans, RAID logs, and meeting documentation. 

• Proficiency with Microsoft Office, Teams, SharePoint, and project management tools.