Project Coordinator

About the role

The Professional Services Project Coordinator will provide Project or Programme support by operating defined processes or procedures against a Rackspace standard. This role supports comprehensive project management activities, including plan coordination, risk monitoring, and document control.

Responsibilities

• Records and organizes project updates and status reports: attends key project meetings and documents complete minutes and actions.
• Captures status updates. Compiles and updates the overall programme and/or project plan.
• Drafts and disseminates project communications.
• Escalates planning issues to PM’s and senior PM’s.
• Tracks and coordinates payment milestones, cost estimates and key deliverables.
• Attends project closure and lessons learned reviews, taking minutes and actions.
• Maintains all project documentation. Sets up central repositories and document sharing processes for project.
• Collates data from all members of the project team, consolidating that data and providing summary/highlight reports for stakeholders.
• Takes appropriate security measures for documents and equipment.
• Establishes document control procedures.
• Sets up and maintains a library and registry of all contractual, baseline and project documentation.
• Stores project closure and benefits tracking documents on project portal.
• Adheres to the Change Control (CC) and Configuration Management process for the deliverables of the project against agreed plans.
• Supports the analysis of risks and maintains the Risk and Issues Log.
• Tracks issues until resolved. Escalates issues to PMs and Senior PMs.
• Coordinates collection of project budgets and actuals to update the project's financial records.
• Provides appropriate stakeholders with the up-to-date financial position and forecasts.
• Aids responsible Project Manager in the preparation of budgets and reports.
• Ensures budget documents comply with standards and are compliant for auditing and risk purposes.
• Extracts key basic Rackspace responsibilities from SoW’s.
• Stores key commercial and legal documents on secure project portal.
• Ensures documentation and deliverables are in line with Rackspace guidelines.
• Works effectively in a matrix management structure.
• Follows defined processes in project tracking.
• Follows processes and defined guidelines in maintaining project documentation.
• Maintains knowledge of key vendors and services provided for project utilization.
• Follows governance, change control, and configuration management processes.
• Escalates deviations to Project/Program Manager.
• Explains the governance process to key resources.

Requirements

• Experience in a similar coordinator role in a fast paced/dynamic environment.
• Basic knowledge of project management principles and processes preferred.
• Effective written and verbal communication skills, including reporting and speaking in groups.
• Well organized with effective time management skills.
• Strong attention to detail.
• Demonstrated experience effectively working as a team member contributing to a common goal.
• Ability to build relationships with new and existing staff members to ensure a smooth workflow.
• Ability to identify and appropriately escalate risks and issues.
• Good listener with ability to determine priority of tasks.
• Able to read and comprehend a Statement of Work (SoW) with basic understanding of commercial terms and how to turn the terms into actionable items through the project plan.
• Flexible and adaptable to fast-changing environments.
• Demonstrated initiative in providing excellent customer service.

Qualifications

Though not explicitly stated, this role likely requires relevant education and certifications, as well as industry-specific knowledge and skills. Specific qualifications may vary based on the nature of the projects and clients.

Skills

Not explicitly listed but implied from the responsibilities, skills required include: