Project Management Coordinator

Location: Mumbai

Department: Operations

Role Description

We are looking for a highly organized and proactive Project Coordinator to support the planning, execution, and delivery of projects across the organization. The ideal candidate will work closely with the Operations Team, Project Managers, and Client Stakeholders to ensure smooth coordination of project activities, timely delivery, and effective client communication.

This role requires strong organizational abilities, attention to detail, and the capability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Project Delivery

• Understand and analyze client briefs to align project execution with client expectations.
• Assist in timeline planning, resource allocation, and delivery management.
• Support the development and maintenance of end-to-end project plans with the Operations team.
• Track project progress and ensure tasks are delivered on time, within scope, and within budget.
• Monitor project schedules and coordinate adjustments in case of changes in scope, schedule, or resources.

Client Management

• Assist in managing client expectations throughout the project lifecycle.
• Maintain strong relationships with clients to ensure high levels of satisfaction and communication transparency.
• Coordinate between internal teams and client stakeholders to ensure smooth information flow.

Operations Management

• Support event staff recruitment and allocation based on project requirements.
• Coordinate with the Production team for travel, accommodation, and logistics related to project execution.
• Work closely with internal teams to ensure efficient operational planning and execution.

Project Coordination & Planning

• Coordinate with Project Managers, stakeholders, and cross-functional teams to track project activities.
• Assist in project planning, status reporting, and documentation.
• Support long-term planning and operational project strategies.
• Coordinate with the Sales team for kit calendar planning and project scheduling.
• Ensure all project documentation and reporting are accurate and up to date.

Process Improvement

• Observe and analyze existing systems, processes, and workflows across departments.
• Identify opportunities for process improvement and operational efficiency.
• Collaborate with back-office teams to ensure seamless project execution and coordination.

Required Skills & Competencies

• Strong analytical and problem-solving skills with attention to detail.
• Ability to work effectively in dynamic and creative environments.
• Excellent communication and presentation skills.
• Strong relationship management and stakeholder coordination skills.
• Proven ability to manage and coordinate teams or individuals.
• Highly organized with the ability to handle multiple projects simultaneously.
• Flexible and willing to respond to urgent or out-of-hours operational issues when required.
• Positive attitude with strong team collaboration skills.

Preferred Qualifications

• Bachelor's degree in Business Administration, Operations Management, Project Management, or related field.
• Basic understanding of Agile methodologies and Scrum framework.
• 1–4 years of experience in project coordination, operations, or project management support roles.
• Experience working with cross-functional teams and client-facing projects is preferred.