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Hybrid Project Coordinator

at Phoenix Software Limited
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Posted 4 hours ago

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About the role

  • Act as a central point of contact for customer projects, coordinating communication between internal teams, external stakeholders, and customers.
  • Schedule project-related activities, including workshops, scoping sessions, onboarding tasks, and handover meetings, ensuring clear communication and timely updates throughout.
  • Liaise directly with customers to confirm timelines, manage expectations, and obtain necessary sign-off for design documentation and project closure.
  • Allocate appropriate technical resources to customer projects, scoping calls, internal meetings, and pre-sales activities, balancing availability, skills, and business priorities.
  • Work closely with the SOC and managed service teams to support customer onboarding and schedule handover activities.
  • Monitor and manage project-related issues, escalating to senior team members where necessary and ensuring swift follow-up to maintain progress.
  • Maintain accurate project and resource records, including technical skills, certifications, support contracts, and Helpdesk system updates.
  • Provide project management support where required, contributing to planning, documentation, and coordination tasks to ensure smooth delivery.
  • Manage security-specific escalations from the Service Desk, assigning appropriate resource and following through to resolution.
  • Support administrative responsibilities including processing expenses, assisting with invoicing, and reviewing and approving overtime requests.
  • Collaborate closely with sales, solutions, project managers, and senior leadership through regular sync calls to discuss workloads, upcoming projects, funding programmes, and resource availability.
  • Work collaboratively with other Project Managers and Coordinators to support periods of high demand, annual leave cover, and cross-team workloads.
  • Demonstrate sound judgement and decision-making, acting as a trusted point of contact for colleagues and customers and ensuring a high-quality customer experience.

Requirements

  • Experience providing administrative and coordination support, ideally within a services, technical, or project-led environment.
  • Strong organisational and diary management skills, with the ability to manage multiple tasks and priorities in a fast-paced setting.
  • Excellent skills within Microsoft Office applications (Excel, Word, Outlook), with confidence in learning new systems and tools.
  • Exceptional interpersonal skills, able to communicate clearly and professionally with stakeholders at all levels, both internally and externally.
  • Ability to build strong working relationships across cross-functional teams, maintaining a collaborative and approachable style.
  • High attention to detail, ensuring accuracy in scheduling, documentation, and record keeping.
  • Comfortable working both autonomously and as part of a busy team, showing flexibility and the ability to switch tasks seamlessly.
  • Strong decision-making abilities with a practical, common-sense approach and the confidence to take ownership of actions.
  • Ability to understand the wider context of projects, seeing the bigger picture and anticipating upcoming needs or challenges.
  • PRINCE2 Foundation qualification is desirable but not essential.

Job title

Project Coordinator

Job type

Full Time

Experience level

Mid levelSenior

Salary

Not specified

Degree requirement

No Education Requirement

Tech skills

Swift

Location requirements

HybridPocklingtonUnited Kingdom

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