Bytes Software Services
Project Coordinator
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Position Details
Position Title:
Project Coordinator
Reports to (Position):
Project Management Team Lead
Team:
Project Management
Department:
Services
Grade (If Applicable):
NA
Purpose of Job:
(Overall Description of the Post Within the Team and Organisation)
The Project Coordinator will provide professional project and service delivery coordination across a portfolio of Cloud, Security and Software Optimisation customer engagements. The role sits within the Project Management team and is responsible for owning and coordinating a portfolio of lower complexity projects and services from initiation through to closure or transition into Business As Usual operations.
The Project Coordinator will act as the primary day-to-day contact for assigned customers, managing communications, delivery coordination, reporting, governance activities and stakeholder engagement. The role will work closely with Project Managers, Service Delivery Managers, Consultants, Account Managers and customer stakeholders to ensure engagements are delivered in line with agreed objectives, timescales and quality expectations. The position plays a key role in:
- Delivering lower-complexity projects and services directly.
- Managing customer relationships throughout the engagement lifecycle.
- Coordinating delivery resources and schedules.
- Facilitating customer meetings and governance forums.
- Maintaining project plans, RAID logs, actions and reporting.
- Supporting budget, forecast and billing processes.
- Identifying and escalating risks, issues, commercial concerns and change requirements.
- Ensuring high levels of customer satisfaction and service quality.
- Supporting the successful delivery of Cloud, Security and Software Optimisation solutions and services.
Key Responsibilities
Portfolio Ownership & Delivery
- Own and coordinate a portfolio of customer projects and service engagements.
- Act as the primary day-to-day delivery contact for assigned customers.
- Manage engagements throughout the delivery lifecycle from handover through to closure.
- Ensure customer deliverables are completed in accordance with agreed scope, timescales and objectives.
- Support mobilisation, onboarding, transition and closure activities.
- Escalate delivery concerns to senior Project Managers where appropriate.
Customer Relationship Management
- Establish and maintain strong working relationships with customer stakeholders.
- Lead customer project meetings, service reviews, progress updates and governance calls.
- Manage customer communications throughout the engagement lifecycle.
- Ensure customer stakeholders understand project timelines, dependencies and required actions.
- Support the resolution of customer concerns, queries and delivery challenges.
- Promote a positive customer experience throughout the engagement.
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Delivery Coordination
- Manage project plans, budgets, schedules, milestones and resource requirements.
- Coordinate delivery activities across Project Management, Consultancy, Service Delivery and Sales teams.
- Monitor project progress and ensure agreed deliverables remain on track.
- Track and manage project actions, decisions, dependencies and deliverables.
- Coordinate workshops, technical activities and customer meetings.
Governance, Risk & Reporting
- Maintain status reports, RAID logs and project documentation.
- Identify and record risks, issues and dependencies.
- Escalate risks, issues and blockers appropriately.
- Support change control processes by identifying potential scope changes and commercial impacts.
- Produce customer-facing progress reports and governance packs.
- Ensure project data is maintained accurately within company systems and toolsets.
Commercial & Resource Support
- Monitoring of project budgets, forecasts and utilisation.
- Identify potential overruns or delivery concerns and escalate appropriately.
- Coordinate resource scheduling and utilisation across assigned engagements.
- Ensure approved effort and delivery schedules are reflected accurately within the relevant systems.
Individual Responsibilities
- Manage a defined portfolio of projects and services.
- Schedule and chair customer meetings, workshops and status reviews.
- Produce meeting minutes, action logs and customer communications.
- Maintain project plans, milestone trackers and governance documentation.
- Track delivery against agreed timelines and deliverables.
- Monitor customer actions and dependencies.
- Prepare customer status reports and progress updates.
- Record and escalate project risks, issues and change requests.
- Coordinate internal delivery teams and consultants.
- Financial tracking and reporting.
- Obtain customer approvals, sign-offs and acceptance documentation.
- Project closure and transition activities.
- Maintain accurate records across approved business systems.
Wider Team Network
(Which Teams Will the Position Work With Directly and Who Will They Relate To Externally)
Internal
- Service Delivery Team
- Governance Team
- Systems Development
- Sales Teams
- Internal Systems
External
- Customers
- Partners
- Vendors
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Qualifications, Experience, & Skills
(Delete as Required if Essential or Desirable, Remove Unnecessary Requirements)
Essential:
- Experience coordinating customer-facing projects, services or delivery activities.
- Excellent communication and stakeholder management skills.
- Experience managing meetings and customer communications.
- Ability to coordinate multiple concurrent projects and services.
- Strong planning, organisation and time management skills.
- Ability to work confidently with customers, consultants and internal stakeholders.
- Experience producing project documentation, status reports and meeting outputs.
- Strong attention to detail and administrative accuracy.
- Good commercial awareness and understanding of project delivery principles.
- Experience using Microsoft Office and project or service management systems.
Desirable:
- Accreditation in, or able to demonstrate a good understanding and practical working knowledge of a recognised project management methodology such as PRINCE2.
- Experience delivering lower-complexity customer projects.
- Understanding of change control, project governance and RAID management.
- Experience working within a Microsoft Partner or IT Services organisation.
Training Given:
Job specific training on toolsets and methodologies will be given during employment.
Other Requirements:
Some hours outside the normal working times may be required to complete specific activities.
Core Competencies & Skills – Based on Position and Grade (If Applicable)
(Include Core Competencies & Skills Required for This Position Based on the Grade)
- Ability to build confidence and credibility with customers.
- Creative thinker with the ability to understand programme-level context.
- Strong team player with enthusiasm and initiative.
- Able to work effectively in fast-paced, multi-workstream environments.
Measures & Goals
(How Will the Success of the Person in This Position Be Measured – What Are the Expected Outputs)
Objective
- Customer Satisfaction
- Delivery Performance
- Governance Quality
- Portfolio Management
- Commercial Awareness
- Customer Communication
Measure
- Positive customer feedback and engagement outcomes
- Assigned projects delivered to agreed timelines
- Accurate and timely reports, plans and RAID management
- Successful coordination of multiple concurrent engagements
- Forecast, billing and effort data maintained accurately
- Governance meetings, actions and updates completed on time
Frequency
- Monthly
- Monthly
- Monthly
- Monthly
- Monthly
- Ongoing
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