What is a Project Coordinator?

In previous articles, we've extensively covered the role of a manager—a person who coordinates a team to collaboratively fit within the project triangle, ensuring that key stakeholders remain satisfied.

Another role that stands out is a project coordinator. This article delves into the nuances of the project coordinator role, its responsibilities, limitations, and how it compares to that of a project manager.

The Essence of the Project Coordinator

The project coordinator role is often seen as complementary to that of a manager. In specific organizational structures, such as functional or weak matrix ones, where a manager's presence might not be constant, the coordinator steps in to perform a subset of the manager's duties. 

Their main interaction is with the team, ensuring that members are reminded of the established plans (which they did not formulate or supervise), monitoring progress, and gathering feedback. It's important to note, however, that project coordinators have defined limitations. They lack the authority to issue directives, make alterations to plans, or decide independently.

Despite these constraints, the existence of coordinators in more robust organizational structures is considered a best practice. They not only assist managers but also serve as a nurturing ground for developing future managerial talent, embodying one of the most effective ways to cultivate strong leaders within a team.

Key Responsibilities and Comparisons

To illustrate, consider a software development project. Here, the project coordinator might be responsible for organizing and updating the project schedule based on team member inputs. For example, if a task is projected to take longer due to unforeseen technical challenges, the coordinator adjusts the schedule accordingly and communicates this change to all stakeholders. 

However, they do not possess the authority to approve budget adjustments or deadline extensions; such decisions must be escalated to the project manager.

This example brings us to the comparison between project managers and coordinators. 

Project managers have the autonomy to make critical decisions, including those affecting the budget, deadlines, and strategic direction. Conversely, project coordinators operate within a predefined scope, assisting in the execution of the plan set by the project manager without the power to make project-altering decisions.

While project managers are deeply involved in planning and supervision, setting objectives, defining scope, and determining resources, coordinators primarily support the execution phase. This support includes organizing meetings, updating schedules, and facilitating communication among stakeholders.

Career Path and Development

The journey from a project coordinator to a manager is one of significant learning and development. As coordinators engage in project management practices, team coordination, and stakeholder communication, they amass valuable experience from a supportive standpoint. This foundation is crucial for assuming the more comprehensive responsibilities of a project manager in the future.

Conclusion

The role of a project coordinator is instrumental in maintaining the coherence and momentum of a project. Their defined responsibilities and constraints highlight the critical nature of their position in supporting project management and facilitating the smooth operation of project activities. 

Moreover, their role within various organizational structures not only provides immediate support to project management but also plays a crucial role in the development of future managerial talent, making them an indispensable asset to any project team.

🔎 Read our next article in this series: "Understanding Programs and Portfolios in Project Management"