Project Coordinator

Cai Info India; Bengaluru; Hybrid; INR 600,000 - 900,000; Full time

Job summary

Cai Info India is seeking a Project Coordinator in Bengaluru to support PMO activities, coordinate resources, and manage vendor relationships. The role involves gathering hiring requirements, maintaining trackers, and ensuring timely fulfillment across multiple projects.

The ideal candidate has 3-5 years of experience, is highly organized, proactive, and comfortable working with cross-functional teams, including IT, procurement, and finance.

Qualifications

• 3-5 years of relevant experience in Project Coordination, PMO Support, Resource Coordination, or a related role.
• Experience coordinating resource or hiring requirements across multiple projects or teams.
• Experience working with external staffing/service vendors and following up on resource requirements.
• Experience maintaining resource, hiring, project, or operational trackers and reporting.
• Experience coordinating with multiple Project Managers and stakeholders.
• Familiarity with project planning, milestone tracking, and status reporting.
• Knowledge of procurement, budget, forecast, or financial tracking is a plus.
• Proactive, organized, and able to manage multiple priorities with global teams.

Responsibilities

• Provide Project Coordination and PMO support, tracking milestones and reporting progress.
• Maintain schedules, RAID/decision logs, and action trackers; escalate delays or risks.
• Coordinate meetings, agendas, minutes, and follow-ups to closure.
• Collect updates from business and IT stakeholders and consolidate reports.
• Support governance, resource tracking, and project documentation.
• Collaborate with procurement, finance, legal, and vendors for inputs and approvals.

Skills

Project Coordination

PMO Support

Vendor Management

Resource Coordination

Stakeholder Management

MS Excel

MS PowerPoint

Education

Bachelor's degree in Business Administration, Commerce, Finance, Operations, HR, IT, Engineering

Tools

Planisware

SAP

Power BI

Jira

Microsoft Project

Power Query

Job description

Project Coordinator

Contract Position | 3-5 Years Experience
Role focus: Project coordination, PMO support, resource/hiring requirement coordination, vendor management, procurement support, financial tracking, and reporting.
Role Overview
We are looking for a Project Coordinator with 3-5 years of relevant experience to support project coordination, PMO activities, resource and hiring coordination, vendor management, procurement processes, financial tracking, and management reporting.
The resource will work closely with Project Managers, business and IT stakeholders, Procurement, Finance, and external staffing/service vendors. A key responsibility will be to collect and manage resource/hiring requirements across multiple projects and work with vendors to support timely fulfillment of those requirements.
The ideal candidate will be highly organized, proactive, analytical, and comfortable managing multiple requirements and stakeholders simultaneously.

Key Responsibilities

• Project Coordination & PMO Support
• Support Project Managers with project planning, coordination, milestone tracking, and status reporting.
• Maintain project schedules, milestones, deliverables, dependencies, RAID logs, decision logs, and action trackers.
• Track project progress and proactively highlight potential delays, risks, issues, or dependencies.
• Coordinate project meetings, prepare agendas and meeting minutes, and track actions through closure.
• Collect project updates from business, IT, and cross-functional stakeholders and follow up on deliverables.
• Support project governance, portfolio reviews, resource tracking, and project documentation.
• Maintain accurate and current project information within relevant project management systems.

Resource / Hiring Requirement Coordination

• Work with Project Managers and project teams to collect, consolidate, and track hiring and resource requirements across multiple projects.
• Understand resource requirements including role, required skills, experience level, timeline, and project-specific needs.
• Maintain a centralized tracker of open requirements, profiles received, interview status, selections, onboarding status, and closures.
• Share approved requirements with designated staffing/service vendors and coordinate profile submissions.
• Review incoming profiles for basic alignment with the defined requirements before sharing them with the respective project teams.
• Coordinate interview scheduling between project teams and vendor candidates.
• Collect feedback from hiring/project managers and communicate updates and next steps to vendors.
• Follow up with vendors on pending profiles, interview actions, candidate availability, and expected joining dates.
• Track requirement aging, fulfillment status, and vendor turnaround times; escalate delays or fulfillment risks as appropriate.
• Coordinate selected-candidate onboarding activities with relevant teams and vendors as required.
• Prepare regular resource/hiring status reports and dashboards for management review.

Vendor & Procurement Coordination

• Act as a coordination point between project teams and designated vendors for resource and operational requirements.
• Maintain regular communication with vendors and follow up on agreed actions and deliverables.
• Support preparation and administration of Contract Work Statements (CWS), Contract Bid Deviations (CBDs), NDAs, and related procurement documentation.
• Coordinate with Procurement, Finance, Legal, vendors, and business stakeholders for required inputs and approvals.
• Create and track Purchase Requisitions (PRs) and Purchase Orders (POs).
• Support PO amendments, renewals, budget revisions, procurement approvals, invoice validation, and accrual tracking.
• Maintain accurate vendor and procurement documentation.

Financial Tracking & Reporting

• Support project budget, forecast, spend, and financial tracking activities.
• Track PO utilization, actual spend, forecasts, accruals, and budget changes.
• Assist with invoice tracking and pending financial approvals.
• Prepare project status reports, resource/hiring dashboards, presentations, and management updates.
• Consolidate project, resource, financial, procurement, and operational information from multiple sources.
• Support portfolio-level reporting and management presentations.

Business & Operational Support

• Gather and document business and operational requirements.
• Analyze project, resource, procurement, financial, and operational data to identify trends, gaps, and exceptions.
• Support continuous improvement of project management processes, templates, tools, and reporting practices.
• Identify opportunities for process simplification and automation.

Required Experience & Skills

• 3-5 years of relevant experience in Project Coordination, PMO Support, Resource Coordination, Vendor Management, Business Operations, Procurement Operations, or a related role.
• Experience coordinating resource or hiring requirements across multiple projects or teams.
• Experience working with external staffing/service vendors and following up on resource requirements.
• Experience maintaining resource, hiring, project, or operational trackers and reporting.
• Experience coordinating with multiple Project Managers and business/technical stakeholders.
• Experience with project planning, milestone tracking, action tracking, and status reporting.
• Good understanding of project management processes and governance.
• Exposure to procurement, PO, budget, forecast, or financial tracking activities.
• Strong analytical, organizational, follow-up, communication, and stakeholder coordination skills.
• Ability to manage multiple open requirements and priorities simultaneously and work effectively with globally distributed teams.

Tools & Technical Skills

Must Have

• Strong Microsoft Excel skills, including Pivot Tables, lookup functions, data analysis, trackers, and reporting.
• Strong Microsoft PowerPoint and presentation/reporting skills.
• Experience maintaining project, resource, hiring, and operational trackers.
• Experience working with project schedules, dashboards, and project documentation.

Preferred / Good to Have

• Planisware
• SAP
• Power BI
• Jira
• Microsoft Project
• Power Query
• Experience with enterprise procurement, resource management, or project/portfolio management systems

Education

Bachelor's degree in Business Administration, Commerce, Finance, Operations, Human Resources, Information Technology, Engineering, or a related discipline.
Preferred Background

• Project / PMO Coordination
• Resource or Workforce Coordination
• Vendor Management
• IT Staffing / Resource Fulfillment Coordination
• Business Operations
• Procurement Operations
• Project Financial Tracking
• Portfolio Reporting
• Process Improvement and Automation

Familiarity with Agile, Scrum, Waterfall, or hybrid project delivery methodologies is preferred.
Candidate Profile

The ideal candidate is a hands-on Project Coordinator with 3-5 years of experience who can manage coordination activities across multiple projects.
A significant part of the role will involve working with Project Managers to understand their resource/hiring needs and coordinating with external vendors to drive those requirements from initiation through profile submission, interview, selection, and onboarding.
The candidate should be proactive in following up with both internal stakeholders and vendors, maintaining accurate trackers, identifying delays or bottlenecks, and providing clear status reporting to management.
This is a contract position, and the resource is expected to quickly integrate with the team and independently manage assigned project coordination, resource coordination, vendor, procurement, and operational responsibilities.
Project Coordinator - Contract | Job Description