Project Coordinator

Role focus: Project coordination, PMO support, resource/hiring requirement coordination, vendor management, procurement support, financial tracking, and reporting.
Role Overview
We are looking for a Project Coordinator with 8 years of relevant experience to support project coordination, PMO activities, resource and hiring coordination, vendor management, procurement processes, financial tracking, and management reporting.
The resource will work closely with Project Managers, business and IT stakeholders, Procurement, Finance, and external staffing/service vendors. A key responsibility will be to collect and manage resource/hiring requirements across multiple projects and work with vendors to support timely fulfillment of those requirements.
The ideal candidate will be highly organized, proactive, analytical, and comfortable managing multiple requirements and stakeholders simultaneously.
Key Responsibilities Project Coordination & PMO Support
Support Project Managers with project planning, coordination, milestone tracking, and status reporting.
Maintain project schedules, milestones, deliverables, dependencies, RAID logs, decision logs, and action trackers.
Track project progress and proactively highlight potential delays, risks, issues, or dependencies.
Coordinate project meetings, prepare agendas and meeting minutes, and track actions through closure.
Collect project updates from business, IT, and cross-functional stakeholders and follow up on deliverables.
Support project governance, portfolio reviews, resource tracking, and project documentation.
Maintain accurate and current project information within relevant project management systems.
Resource / Hiring Requirement Coordination
Work with Project Managers and project teams to collect, consolidate, and track hiring and resource requirements across multiple projects.
Understand resource requirements including role, required skills, experience level, timeline, and project-specific needs.
Maintain a centralized tracker of open requirements, profiles received, interview status, selections, onboarding status, and closures.
Share approved requirements with designated staffing/service vendors and coordinate profile submissions.
Review incoming profiles for basic alignment with the defined requirements before sharing them with the respective project teams.
Coordinate interview scheduling between project teams and vendor candidates.
Collect feedback from hiring/project managers and communicate updates and next steps to vendors.
Follow up with vendors on pending profiles, interview actions, candidate availability, and expected joining dates.
Track requirement aging, fulfillment status, and vendor turnaround times; escalate delays or fulfillment risks as appropriate.
Coordinate selected-candidate onboarding activities with relevant teams and vendors as required.
Prepare regular resource/hiring status reports and dashboards for management review.
Vendor & Procurement Coordination
Act as a coordination point between project teams and designated vendors for resource and operational requirements.
Maintain regular communication with vendors and follow up on agreed actions and deliverables.
Support preparation and administration of Contract Work Statements (CWS), Contract Bid Deviations (CBDs), NDAs, and related procurement documentation.
Coordinate with Procurement, Finance, Legal, vendors, and business stakeholders for required inputs and approvals.
Create and track Purchase Requisitions (PRs) and Purchase Orders (POs).
Support PO amendments, renewals, budget revisions, procurement approvals, invoice validation, and accrual tracking.
Maintain accurate vendor and procurement documentation.
Financial Tracking & Reporting
Support project budget, forecast, spend, and financial tracking activities.
Track PO utilization, actual spend, forecasts, accruals, and budget changes.
Assist with invoice tracking and pending financial approvals.
Prepare project status reports, resource/hiring dashboards, presentations, and management updates.
Consolidate project, resource, financial, procurement, and operational information from multiple sources.
Support portfolio-level reporting and management presentations.
Business & Operational Support
Gather and document business and operational requirements.
Analyze project, resource, procurement, financial, and operational data to identify trends, gaps, and exceptions.
Support continuous improvement of project management processes, templates, tools, and reporting practices.
Identify opportunities for process simplification and automation.
Required Experience & Skills
5 years of relevant experience in Project Coordination, PMO Support, Resource Coordination, Vendor Management, Business Operations, Procurement Operations, or a related role.
Experience coordinating resource or hiring requirements across multiple projects or teams.
Experience working with external staffing/service vendors and following up on resource requirements.
Experience maintaining resource, hiring, project, or operational trackers and reporting.
Experience coordinating with multiple Project Managers and business/technical stakeholders.
Experience with project planning, milestone tracking, action tracking, and status reporting.
Good understanding of project management processes and governance.
Exposure to procurement, PO, budget, forecast, or financial tracking activities.
Strong analytical, organizational, follow-up, communication, and stakeholder coordination skills.
Ability to manage multiple open requirements and priorities simultaneously and work effectively with globally distributed teams.
Tools & Technical Skills Must Have
Strong Microsoft Excel skills, including Pivot Tables, lookup functions, data analysis, trackers, and reporting.
Strong Microsoft PowerPoint and presentation/reporting skills.
Experience maintaining project, resource, hiring, and operational trackers.
Experience working with project schedules, dashboards, and project documentation.
Preferred / Good to Have
Planisware
SAP
Power BI
Jira
Microsoft Project
Power Query
Experience with enterprise procurement, resource management, or project/portfolio management systems
Education
Bachelor's degree in Business Administration, Commerce, Finance, Operations, Human Resources, Information Technology, Engineering, or a related discipline.
Preferred Background
Project / PMO Coordination
Resource or Workforce Coordination
Vendor Management
IT Staffing / Resource Fulfillment Coordination
Business Operations
Procurement Operations
Project Financial Tracking
Portfolio Reporting
Process Improvement and Automation
Familiarity with Agile, Scrum, Waterfall, or hybrid project delivery methodologies is preferred.

Work arrangement
Yes