Hybrid Project Coordinator

at Phoenix Software Limited

• Job title: Project Coordinator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Tech skills: Swift
• Location requirements: Hybrid, Pocklington, United Kingdom

About the role

• Project Coordinator managing customer projects at Phoenix, facilitating communication and scheduling activities. Work involves liaising with stakeholders and supporting onboarding processes in a hybrid environment.

Responsibilities

• 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.