Programme Coordinator

Prodapt Solutions; Chennai District; On-site; INR 600,000 - 900,000; Full time

Job summary

Prodapt Solutions is seeking a Programme Coordinator to provide offshore and on-site coordination, driving actions and maintaining account-level visibility across projects. You will liaise with client teams, offshore delivery units, and internal support functions to ensure timely deliveries and governance.

The role requires orchestration of recruitment, project setup, reporting and RAID logging, with a strong emphasis on proactive problem-solving and stakeholder communication.

Qualifications

• Experience coordinating multiple projects, workstreams and internal functions.
• Practical experience in recruitment coordination, resource fulfilment or workforce planning.
• Experience maintaining programme trackers, RAID logs and management reports.

Responsibilities

• Act as offshore coordination point for the client on-site account.
• Maintain visibility of projects, resource requirements and delivery actions.
• Coordinate recruitment requests and track lifecycle.
• Set up new client projects and mobilisation activities with internal teams.
• Maintain account-level action trackers and RAID logs.
• Produce weekly and monthly governance reports.
• Escalate critical actions and dependencies; ensure timely decisions.
• Communicate clearly with stakeholders and provide timely updates.

Skills

Programme coordination

Project coordination

Stakeholder management

Communication

Attention to detail

Reporting skills

MS Excel

PowerPoint

Tools

MS Excel

PowerPoint

Job description

Role & responsibilities

The Programme Coordinator will provide dedicated offshore programme coordination and operational support for our account.

The role will act as the central bridge between the client on-site team, offshore delivery teams, recruitment, resource management, finance, commercial, HR, business units and other internal support functions.

The Programme Coordinator will maintain account-wide visibility of new and existing projects, resource requirements, project setup activities, recruitment progress, delivery actions, dependencies and risks across client units.

The individual will support the on-site team by coordinating offshore activities, following up actions, consolidating project information and producing clear, accurate and timely account-level reporting.

This is not solely an administrative role. The Programme Coordinator is expected to actively drive actions, challenge delays, identify gaps and ensure that internal teams provide the information and support required by the client account.

Preferred candidate profile

1. On-site and Offshore Coordination

• Act as the primary offshore coordination point for the client on-site account.
• Maintain continuous communication between the on-site team, offshore delivery teams and internal business functions.
• Capture requirements, priorities and actions from the on-site team and communicate them clearly to the relevant offshore stakeholders.
• Ensure that offshore teams understand the business context, customer expectations, deadlines and ownership associated with each request.
• Provide the on-site team with clear visibility of offshore progress, constraints, dependencies and required decisions.
• Coordinate meetings, working sessions and follow-up discussions involving on-site and offshore stakeholders.
• Ensure that decisions and actions agreed during meetings are documented, assigned and tracked to completion.

2. Account-Level Programme Visibility

• Maintain a consolidated view of all clientopportunities, projects, work orders and mobilisation activities requiring offshore support.
• Track projects across client business units
• Ensure that each project is aligned to the correct internal business unit, delivery unit, cost centre, legal entity and operational owner.
• Maintain an account-level project register covering:
• Project and opportunity name
• Internal business unit
• Scope and service area
• Commercial status
• Statement of Work status
• Planned start date
• Resource requirements
• Recruitment status
• Delivery owner
• Key dependencies
• Risks and issues
• Current actions and next steps
• Identify missing project information and proactively obtain clarification from the relevant teams.
• Highlight projects that are at risk of delayed mobilisation, revenue slippage or customer escalation.

3. Resource and Recruitment Coordination

• Work closely with the on-site team to capture detailed resource requirements for new and existing client projects.
• Translate customer and delivery requirements into clear recruitment requests.
• Coordinate with Talent Acquisition, Resource Management, HR and delivery teams to identify suitable internal and external candidates.
• Ensure that recruitment requests include accurate information relating to:
• Role title
• Required skills
• Experience level
• Location
• Security clearance
• Visa or mobility requirements
• Target start date
• Contract duration
• Commercial rate or approved cost
• Track the complete recruitment and deployment lifecycle, including:
• Requirement submission
• Candidate sourcing
• Profile review
• Interview scheduling
• Interview feedback
• Candidate selection
• Offer processing
• Background verification
• Visa or mobility processing
• Joining and onboarding
• Project deployment
• Review profiles received from recruitment before submitting them to the on-site team.
• Ensure that profiles meet the stated requirements and are presented in a consistent and professional format.
• Follow up on delayed profiles, interviews, offers and joining activities.
• Escalate resource risks early where mobilisation timelines may be affected.
• Maintain a consolidated account-level resource demand and fulfilment tracker.

4. Project Setup and Mobilisation

• Coordinate the internal setup of all new client projects and work orders.
• Ensure that projects are initiated under the correct client entity and internal business unit.
• Coordinate project setup activities with finance, commercial, legal, delivery, HR, recruitment, IT and operations teams.
• Track completion of mobilisation requirements, including:
• Signed Statement of Work or work order
• Internal approvals
• Project code creation
• Cost centre allocation
• Revenue and billing setup
• Resource allocation
• System access
• Laptop and equipment requests
• Security clearance
• Customer onboarding
• Timesheet access
• Delivery governance
• Invoice readiness
• Maintain a mobilisation checklist for every project.
• Identify incomplete setup activities that could prevent resources from starting work or the company from recognising and invoicing revenue.
• Provide regular mobilisation updates to the on-site account team.
• Coordinate closure or transition activities when projects end or resources are released.

5. Programme Governance and Action Management

• Maintain a central account-level action tracker covering all key client activities.
• Capture actions from programme reviews, delivery reviews, customer meetings and internal governance calls.
• Assign clear owners and target dates for each action.
• Follow up with action owners and challenge overdue or incomplete responses.
• Escalate critical actions, dependencies and risks to the appropriate account leaders.
• Maintain RAID logs covering risks, assumptions, issues and dependencies.
• Ensure that significant programme decisions are recorded and communicated to relevant stakeholders.
• Support the preparation and administration of weekly, monthly and quarterly programme governance meetings.
• Ensure that governance meetings focus on decisions, delivery progress, risks, commercial impact and next actions rather than status reporting alone.

6. Reporting and Management Information

• Collect project updates from delivery managers, project managers, recruitment teams and other internal functions.
• Validate the completeness and consistency of information before sharing it with the on-site team.
• Produce consolidated account-level reports covering:
• Project status
• Resource demand
• Recruitment progress
• Mobilisation status
• Delivery milestones
• Risks and issues
• Financial and commercial dependencies
• Customer actions
• Internal actions
• Upcoming decisions

• Prepare weekly account status reports for the on-site client account team.
• Produce concise executive summaries highlighting:
• What has been completed
• What is in progress
• What is delayed
• What requires escalation
• What decisions are required
• What is planned for the next reporting period

• Maintain dashboards and trackers that provide a single, reliable view of account activities.
• Ensure that reported data is current, traceable and supported by accountable owners.
• Avoid merely consolidating unverified updates; challenge incomplete or unclear information before reporting it.

7. Internal Stakeholder Coordination

• Client on-site account leadership
• Offshore account and delivery leadership
• Project and programme managers
• Talent Acquisition
• Resource Management
• Human Resources
• Finance and billing teams
• Commercial and pricing teams
• Legal and contracting teams
• Immigration and global mobility teams
• IT and workplace support
• Security and compliance teams
• Business unit and practice leadership
• Subcontractor and partner management teams

The role holder must establish clear working relationships across these functions and ensure that client account requests receive timely attention.

8. Communication Management

• Communicate clearly, professionally and consistently with all stakeholders.
• Translate complex or fragmented requirements into structured actions and deliverables.
• Ensure that the on-site team receives timely updates without needing to repeatedly chase offshore teams.
• Ensure that offshore teams receive sufficient customer context and do not operate only from isolated task requests.
• Produce clear meeting notes, decisions, action logs and status communications.
• Adapt communication for delivery teams, senior management, recruitment, finance and customer-facing stakeholders.
• Maintain confidentiality when handling commercial, employee, customer and project information.

9. Risk and Escalation Management

• Proactively identify risks relating to resources, project setup, recruitment, security clearance, commercial approvals and delivery dependencies.
• Assess the potential impact of delays on project start dates, revenue, customer commitments and service delivery.
• Escalate material risks with clear evidence, impact, ownership and recommended action.
• Avoid waiting until deadlines have been missed before raising concerns.
• Track escalated issues through to resolution.
• Identify recurring operational failures and recommend process improvements.

10. Process Improvement

• Identify opportunities to improve the coordination of client account activities.
• Standardise project intake, recruitment requests, mobilisation checklists, status reporting and action tracking.
• Reduce duplication across different offshore and on-site trackers.
• Establish a clear source of truth for account-level operational information.
• Recommend automation opportunities for reporting, reminders, data consolidation and workflow tracking.
• Document repeatable processes and ensure that relevant teams follow them.
• Support the continuous improvement of account governance and offshore operating practices.

Key Deliverables

• Client account project register
• Opportunity and pipeline mobilisation tracker
• Resource demand and fulfilment tracker
• Recruitment status report
• Project mobilisation checklist
• RAID log
• Programme action tracker
• Weekly account status report
• Monthly account programme report
• Meeting minutes and decision logs
• Project setup and onboarding tracker
• Escalation report
• Business-unit allocation and project ownership register
• Executive dashboard for account leadership

Performance Measures

• Accuracy and completeness of account-level reporting
• Percentage of actions completed by agreed deadlines
• Timeliness of recruitment and profile submissions
• Resource fulfilment against project start dates
• Number of projects mobilised without preventable delays
• Accuracy of business-unit and project setup information
• Reduction in missed actions and repeated follow-ups
• Early identification and escalation of delivery or mobilisation risks
• Stakeholder satisfaction across the on-site and offshore teams
• Quality and timeliness of weekly and monthly reports
• Improvement in account-wide visibility and governance
• Reduction in revenue delays caused by incomplete project setup or mobilisation

Required Experience

• Approximately 58 years of experience in programme coordination, PMO, account operations, project coordination or delivery support.
• Experience supporting large, complex customer accounts.
• Experience working across on-site and offshore delivery models.
• Experience coordinating multiple projects, workstreams and internal functions.
• Practical experience in recruitment coordination, resource fulfilment or workforce planning.
• Experience maintaining programme trackers, RAID logs, dashboards and management reports.
• Experience working with senior stakeholders and geographically distributed teams.
• Experience in the telecommunications, technology or IT services sector is preferred.
• Previous experience supporting major telecommunications organisation would be advantageous.

Required Skills and Competencies

• Strong programme and project coordination skills
• Excellent written and verbal communication
• Strong stakeholder management
• High attention to detail
• Ability to manage multiple priorities simultaneously
• Strong follow-up and action-management discipline
• Ability to challenge delays and unclear ownership professionally
• Strong analytical and reporting skills
• Ability to consolidate complex information into concise executive updates
• Good understanding of recruitment and resource mobilisation processes
• Understanding of project financial and commercial processes
• Strong Microsoft Excel, PowerPoint and reporting skills
• Experience with project management and collaboration tools
• Ability to work independently and take ownership
• Ability to operate effectively under pressure
• Strong judgement regarding when to resolve issues directly and when to escalation

Behavioural Expectations

• Ownership rather than passive coordination
• Proactive communication rather than reactive follow-up
• Persistence in closing actions
• Confidence in working with senior stakeholders
• Discipline in maintaining accurate information
• Willingness to challenge incomplete or inconsistent updates
• Strong customer-account orientation
• Ability to understand both operational detail and the wider account context
• Reliability, responsiveness and professional integrity