Project Coordinator

Summary

• Plans and manages a part or a sub-component of a project efficiently while following organizational processes and best practices.
• Works under the direction of a PM or an SPM to ensure the smooth execution of the allocated tasks and assignments. Drives team to meet deadlines
• Assists in the creation of project schedules and budgets
• Assists in the setting up of projects by carrying out various project house-keeping tasks such as setting up repositories of all client provided specifications and assets, internal checklists etc. and making sure that all project team members have role-based access to it.
• Diligently and responsibly carries out project tasks that are assigned to them such as:
• ensuring all artists know which tasks they are required to work on
• ensuring that all artists have all relevant information pertaining to their tasks
• checking on the completion status of tasks with artists and leads daily etc.
• Provides feedback on artists’ performance to them and their Reporting Managers regularly Acts as a back-up for the PM in their absence
• May be required to act as PM on simple/small projects

Responsibilities

Initiation Stage

• Assists the team in capturing client’s requirements quickly, and to gain a complete and correct understanding of the requirements before the work is estimated or scheduled.
• Provides support to the Project Manager and the Lead in the creation of effort estimates – and bids - that are realistic and competitive.

Planning Stage

• Helps PM in setting up the project by:
• Ensuring all material to be accessed/used by the team including Clients Specifications, Benchmark Assets, Checklists etc. are appropriately stored so that they can be easily accessed by the team
• Following up with appropriate departments to ensure that appropriate hardware and software is available to the team
• Contributing to the creation of schedules and other planning artifacts such as the Communication Plan, the Quality Plan etc. Note: Contributing could mean even simply coordinating between various stakeholders.

Execution Stage

• Ensure that project sub-component that is in their charge – such as a module of the project, or specific tasks within the project, are executed efficiently and diligently.
• Ensure that regular and correct updates are provided to the PM
• Help PM in organizing team meetings
• Help PM in the circulation of feedback (from US Ads or the client) amongst the team
• Help PM in the updation of plans and trackers
• Help PM in effecting deliveries of files to US ADs/clients
• Help PM in the tracking of tasks
• Serve as a back-up for the PM in the PM’s absence

Closure Stage

• Help PM in the appropriate archival of files
• Help PM in the conducting an appropriate Project Retrospective
• Help PM in the roll-out of productivity and quality scores to the team

Team Management

• Treat team fairly and with respect
• Maintain a regular and constant dialogue with the team to stay abreast of their concerns, challenges etc.
• Recognize good performance and highlight it to the team. Similarly, escalate all cases of poor performance or bad behavior.
• Listens to the team’s suggestions and share such suggestions/feedback with the PM and Lead