Project Coordinator

Project Coordinator

Location: Warsaw, hybrid work, 3 days from the office per week

Project Coordinator supports the project teams, project manager and the leads to manage resources and information and assist with organizing, scheduling and planning meetings and project activities. This includes maintaining projects for efficiency for both self and others. May control sub-projects under general guidance.

This role involves monitoring project plan, timelines, budgets, and expenditures, organizing and participating in stakeholder meetings, and ensuring that project deadlines are met in a timely manner. In some projects it may include additional responsibilities and require expertise in a specific area.  Project Coordinator coordinates projects with the goal of getting them well-organizes on time and within budget,  maintains the schedule and risks of the project. Ensures reporting documentation is updated and escalates deadlines and outstanding actions. S/he will be expected to prepare and present regular progress updates to appropriate management channels, ensuring the organizational goals are achieved while upholding standards and best practices.

Project Coordinator will provide a variety of business support in different projects at Warsaw Site. Will act in fast-changing environment, will use project planning tools and Polish and English on a daily basis.

Tasks may include support in different projects, processes and systems. Main projects will be connected to the organization of engagement initiatives, events and activities, requiring good MS Office and SharePoint knowledge and professional business communication.

Typical Accountabilities

• Coordination including creation, planning, leading and maintaining projects for efficiency for both self and others
• Coordination of sub-projects under general guidance ensuring delivery of project outputs according to plan, reviewing and changing plans as necessary
• Coordination the schedule, issues and budget of the project, and reporting on the current status and progress of the project to the team and other stakeholders
• Coordinate preparation of internal and external documentation including plans and reports,  through gathering, analysing and summarizing data and information from the project team, and follow-up on discrepancies
• Ensures that all parts of an assigned project are processed, organized, and progressing according to predetermined timelines and assesses the risks to mitigate them
• Develops and maintains a detailed project schedule which includes administrative tasks assigning tasks and controlling schedules and all stakeholders involved in the project
• Co-ordinates, collates and communicates information at the detailed level, possibly of a technical or statistical nature
• Ensures coordination of the different business areas involved on a project and ensures that deadlines are met and the risks are mitigated
• Reconciles figures or information from various sources, ensuring completeness and accuracy
• Responsible for gathering input from the business analysts and project mangers to develop and maintain the detailed project schedules
• Coordinating meetings and overseeing other members of the project team
• Prepares and/or edits meeting agendas, minutes, presentations and tables
• Prioritises workload, and that of others as appropriate, to achieve personal and work unit targets
• Tracks project changes and produces updated project based schedules as agreed with the project lead
• Supports the preparation of a budget and forecast reports to ensure projects align with initial cost specifications
• Compiles summary documents and distributes to the project team as required
• Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project

Requirements – Education, Experience and Skills:

• Goal oriented with excellent time management and organizational skills
• Excellent interpersonal and communication skills as demonstrated by the ability to work effectively with the team, with others at all levels of the organization and externally
• Excellent in planning certain parts of the project, monitoring its progress and keeping the timelines,
• Demonstrated ability to work successfully in a team environment
• Prior Administrative experience and management
• Ability to follow processes and take ownership
• Specialist knowledge in relation to business support activities in the relevant area
• Can create and maintain projects for efficiency for both self and others
• Demonstrated abilities to take the initiative to respond to rapidly changing priorities
• Demonstrates a can-do approach and willingness to learn new skills
• Ability to work on tight deadlines
• Fluent Polish and English