Exploring the role of a project coordinator

Within a Project Management Office (PMO), several roles contribute to project success, ensuring that planning, execution, and delivery run smoothly. One of the most essential but often overlooked roles is that of a project coordinator.

Acting as a key link between project managers, team members, and stakeholders, project coordinators support the day-to-day running of projects, keeping tasks organised, schedules on track, and communication clear. This role is often a stepping stone into project management, offering valuable hands-on experience in planning, administration, and stakeholder coordination.

What does a project coordinator do?

A project coordinator’s responsibilities vary depending on the organisation and industry, but their primary focus is on ensuring efficiency in project execution.

They assist in project planning by defining timelines, tracking milestones, and scheduling meetings. They also oversee administrative tasks, handling documentation, preparing reports, and maintaining compliance with internal processes. Resource coordination is another crucial aspect, ensuring that team members have the right tools and support to complete their tasks while monitoring project risks and escalating issues when necessary. Additionally, they often support financial tracking, managing invoices, purchase orders, and project costs.

By handling these critical tasks, project coordinators give project managers more time to focus on strategic decision-making and leadership.

The skills required for success

Successful project coordinators blend technical knowledge with strong interpersonal abilities. As the central point of communication in a project, coordinators must be adaptable, proactive, and capable of handling multiple responsibilities simultaneously. Developing the right combination of technical and soft skills ensures they can effectively support project execution and contribute to overall success.

Excelling as a project coordinator requires a set of core competencies that enable smooth project execution and stakeholder alignment. These qualities help coordinators maintain efficiency and ensure that projects stay on track:

• Communication skills: These lie at the heart of the role, as project coordinators must ensure the smooth flow of information between stakeholders, resolve misunderstandings, and keep teams aligned
• Organisation and time management: Juggling multiple tasks, meetings, and deadlines requires careful planning and prioritisation
• Attention to detail: This is crucial, as small errors in scheduling, budgeting, or documentation can have significant consequences
• Problem-solving: A problem-solving mindset also helps coordinators anticipate issues and adapt quickly to changing project conditions

How can PRINCE2® support project coordinators

While project coordinators may not lead projects themselves, having a solid understanding of project management methodologies like PRINCE2 or PRINCE2 Agile® can enhance their ability to support teams effectively.

Project coordinators who complete the PRINCE2 Foundation certification will gain a fundamental understanding of the core principles, themes, and processes. This knowledge enables them to better support project managers by ensuring that documentation, reporting, and risk management align with the PRINCE2 framework. Those who advance to the Practitioner level deepen their ability to apply these techniques in real-world project scenarios, making them more valuable to organisations that operate within a structured project environment

The difference between a project coordinator and project manager

While both roles contribute to project success, their responsibilities and authority levels are distinct. Project managers are responsible for overall project leadership, decision-making, and risk management, whereas project coordinators focus on execution support and administrative organisation. Project managers set the strategic direction, define objectives, and ensure high-level stakeholder engagement, while coordinators assist with task management and operational efficiency.

The project coordinator role is an excellent starting point for those looking to move into project management, offering hands-on experience in key project processes.

Career pathways for project coordinators

For those interested in a career in project management, the role of a project coordinator provides a natural progression into more senior positions. Many coordinators transition into roles as project managers, overseeing larger and more complex projects, or programme managers, handling multiple related projects at a higher strategic level. Some choose to specialise in areas such as risk management, scheduling, or PMO governance, depending on their strengths and interests.

Certifications such as PRINCE2 or PRINCE2 Agile can accelerate career growth, providing a structured understanding of project methodologies and increasing employability in competitive industries.

Begin your journey with our PRINCE2 Foundation course.