Project Coordinator

Project Coordinator

Req number:
R8652

Employment type:
Full time

Worksite flexibility:
Hybrid
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Who we are

CAI is a global services firm with over 9,000 associates worldwide and a yearly revenue of $1.3 billion+. We have over 40 years of excellence in uniting talent and technology to power the possible for our clients, colleagues, and communities. As a privately held company, we have the freedom and focus to do what is right—whatever it takes. Our tailor-made solutions create lasting results across the public and commercial sectors, and we are trailblazers in bringing neurodiversity to the enterprise.

Job Summary
We are looking for a motivated Project Coordinator ready to take us to the next level! If you have Project Coordination, PMO Support, and Resource Coordination skills and are looking for your next career move, apply now.

Job Description

We are looking for a Project Coordinator to support project coordination, resource hiring, vendor management, procurement operations, and financial tracking activities across multiple projects. This position will be Full-Time and Hybrid , Bengaluru.

What You’ll Do

- 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
- 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
- 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, Contract Bid Deviations, NDAs, and related procurement documentation
- Coordinate with Procurement, Finance, Legal, vendors, and business stakeholders for required inputs and approvals
- Create and track Purchase Requisitions and Purchase Orders
- Support PO amendments, renewals, budget revisions, procurement approvals, invoice validation, and accrual tracking
- Maintain accurate vendor and procurement documentation
- 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
- 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

What You'll Need

Required:

- 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

Preferred:

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

Physical Demands

- Ability to safely and successfully perform the essential job functions
- Sedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.
- Ability to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor

Reasonable accommodation statement

If you require a reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employment selection process, please direct your inquiries to [email protected] or (888) 824 – 8111.