Project Coordinator

**Reporting to**: Managing Director (Mr. Navnath Yewale) and EA

**Department**: CEO’s Office

**Working Relationships**: Department Head, Process Coordinators (PCs), Department Heads, Internal Teams, External Vendors

**Key Responsibilities**

**1. Task Coordination & Monitoring**
- Coordinate with all department Process Coordinators (PCs) and Department Head for task planning, tracking, and follow-up.
- Maintain and update a centralized **task tracker** aligned with MD/EA’s strategic goals.
- Monitor task completion and ensure strict adherence to assigned deadlines.
- Proactively follow up with concerned Department Head on pending actions.
- Offer support and guidance to teams facing difficulties in task execution and help in arranging necessary resources or meetings to resolve issues.

**2. Reporting & Documentation**
- Collect, verify, and compile **daily/weekly/monthly task and status reports** from various departments as instructed by the MD/EA
- Analyse information, summarize key insights, and submit consolidated reports to the MD/EA.
- Maintain a **deadline tracker** and regularly update task progress.
- Attend all meetings where the MD/EA is present and prepare accurate, well-structured **Minutes of Meeting (MoM)** with clear action items and timelines.
- Maintain organized documentation for all tasks, MoMs, project updates, and communications.

**3. Meeting**
- Draft and share **meeting agendas** prior to meetings.
- Handle meeting logistics and ensure that all necessary materials are prepared in advance.(Like Meeting room booking, Screens are working, Pen, Marker at a place)

**4. Project Management Support**
- Track and monitor the progress of ongoing **cross-functional projects** across departments.
- Collect and validate **project status reports** from internal teams and external vendors.
- Raise red flags to MD/EA for delays or issues and suggest appropriate actions.
- Coordinate project-related communication between internal and external Department Head.
- Assist in preparing summary updates, dashboards, or presentations related to projects.
- Maintain and update a master tracker for all strategic and departmental project

**5. Presentation & Analytical Support**
- Prepare **presentations** and reports for MD/EA as per requirements, including data visualization and strategic summaries.
- Conduct preliminary **analysis of reports, dashboards, or KPIs** to identify trends, variances, and action points.
- Assist in the development of performance or project review materials.

**6. Confidentiality & Integrity**
- Handle all information, discussions, reports, and plans related to the MD/EA’s office with **complete confidentiality and discretion**.
- Demonstrate professionalism, integrity, and organizational loyalty in all interactions.

**7. Risk & Issue Escalation**
- Identify **risks or recurring issues** during project/task follow-ups and flag them with proactive suggestions or solutions.
- Maintain a simple **risk/issues tracker**.

**8. Department Head Feedback Loop**
- Regularly collect **feedback from Department Head or PCs** on internal coordination, project bottlenecks, or MD/EA’s office communication efficiency.
- Share a summary with the MD/EA for continuous process improvement.

**9. Confidential Records & Document Control**
- Manage access-controlled folders for strategic documents, contracts, agreements, or confidential communications coming in or going out of the MD/EA’s office.
- Maintain a **secure document repository** for easy and authorized access

**10. Meeting Outcome Review/** **Review Meeting Preparation**
- Apart from MoMs, maintain a **follow-up tracker** of key decisions made in MD/EA-led meetings and review progress against each with respective owners weekly or monthly
- Coordinate with MIS Executive and EA to prepare CEO’s weekly/monthly review meetings
- Consolidate data, department updates, and KPIs into structured presentation format
- Draft and circulate Minutes of Meetings (MOMs) for CEO-led meetings
- Maintain action tracker with status, owners, and deadlines

**11. Knowledge Management & Handover Documentation**
- Keep records of completed projects, decisions, and important business learning in a **knowledge base**.
- Assist in **handovers or onboarding** of new department heads or project owners.

**12. Cross-Functional Coordination**
- Act as the CEO’s single point of coordination for inter-departmental work
- Resolve execution conflicts between departments (via data and follow-ups)
- Align communication between different director verticals through structured trackers

**13. Busness Intelligence Support**
- Identify bottlenecks and performance gaps based on MIS data
- Recommend corrective actions based on trends, delays, or underperformance
- Prepare executive summaries for CEO highlighting risks, delays, and wins

**14. Flexibility for Additional Responsibilities**
- In addition to the responsibilities mentioned above, the PMO must perform **any other tasks o