Project Coordinator

General Description:

As a key member of the Delivery team supporting the entire EMEA region, the Project Coordinator

plays a vital role in driving operational excellence across TEKsystems Global Services (TGS)

engagements. This role provides essential administrative and project management support,

working in close partnership with Delivery Teams to ensure seamless execution and high-quality

outcomes.

Operating in a fast-paced, dynamic environment, the Project Coordinator manages time-sensitive

tasks and collaborates across multiple active projects to help meet critical deliverables, timelines,

and objectives. The role demands a proactive, detail-oriented individual who thrives on juggling

multiple responsibilities and takes pride in delivering results.

Success in this position requires:

• A strong sense of ownership and accountability.

• The ability to adapt quickly to changing priorities.

• A collaborative mindset and positive attitude.

• Excellent organisational skills and attention to detail.

Key Accountabilities:

Engagement Set-Up

• Leads internal kick off meetings with Delivery, Solutions, Sales, FSG, OSG, Commercial

& FinOps – ensuring that the Sales to Delivery process is fully managed to ensure we

achieve customer onboarding timelines

• Manages VMS (Vendor Management System, e.g. Fieldglass, Beeline, etc.) activities

where required (user set up, management & troubleshooting)

Engagement Close Out

• Completes VMS (Vendor Management System) closeout tasks

• Ensure all internal items are closed, coordinating with internal teams to ensure

financials/invoicing/etc. has been reconciled

Resource Management

• Timesheet

o Tracks missing time and produce missing time reporting

o Tracks unapproved time and produce unapproved time reporting

o Approval of timesheets for specific projects

• Utilisation

o Delivery pool maintenance

o Manages utilisation process by allocating, tracking and updating Delivery team

members for engagements

Account Management

• Facilitates project mobilisation extension and closeout, supporting relevant teams with

Client specific requirements, consultant onboarding, etc.

• Works with Delivery on weekly validation of project data; unapproved time & expenses,

Project start & end dates, project hours, project expenses

• Facilitates the internal kick off calls, as well as ramp up/downs and extensions

• Conducts internal calls for portfolio of projects

• Attends RAID meetings and tracks risks, issues, and changes

• Attends monthly internal financial status meeting with Delivery, OSG, and FSG for

status reporting & analysis (cost, revenue, GP)

• Manages delivery portfolio tracking

• Produces Customer reporting in line with service reviews, using formats such as Excel

and PowerPoint

• Auditing of internal Delivery process and projects

• Partner with cross-functional teams to troubleshoot and resolve Delivery project

administrative issues (OSG, FSG, CBP, FinOps)

Requisite Abilities and/or Skills

• Excellent oral, written, interpersonal, and cross-cultural communication skills

• Results oriented with focus on achieving overall business objectives

• Reliable with deadlines and follow-up

• Familiarity with project management life cycle

• Proficiency in MS Office Suite (Word, PowerPoint, Excel)

• Highly effective time and project coordination skills

• Ability to organize, prioritise, coordinate, and implement tasks whilst working on

multiple projects

• Effective problem-solving skills

• Customer focused

• Self-motivated and independent

• Continual improvement focused; can identify and implement business process

changes

• Can lead project resources and be a strong individual contributor directly involved in

completing project deliverables

Basic Qualifications and Experience

• Experience supporting projects and/or project coordination

• Experience working with cross-functional Teams

Additional Requirements per role

• Proven experience in an IT environment

• General understanding of IT environments and able to demonstrate initiative in

challenging project situations to provide continual improvement throughout the

delivery of services

• Support of Delivery team members as requested with FMLC activities

Other Requirements

• Customer First Mindset

• This role may require minimal travel

• Other duties as requested

Behavioral Competencies and Responsibilities

• Partners with OSG and FSG Team for purchase orders and invoice tracking.

• Works closely with Delivery to provide a smooth Onboarding process for new Consultants

• Participates in monthly financial review meetings with Delivery, OSG and FSG

• Takes detailed notes to ensure all interaction with internal stakeholders is captured

accurately

• Asks key questions to get to the root of a process challenge, takes ownership of the issue

and drives for results, with other cross – functional partners, until fully resolved

• Accurately completes all relevant data within the systems/trackers used

Instills Trust

• Develops and maintains trust with Delivery and other internal partners by acting on

feedback and ensuring engagement success.

• Initiates internal relationships by understanding one another’s roles and how to lean on

each other for success.

Action Orientated

• Identifies risks, such as repeated missed timecard submission or approvals, and partners

with Delivery to resolve the issue

• Implements root cause analysis to investigate issues with processes which impact the

Customer, Customer facing reporting, project/resource set-up and extensions, Customer

pricing and SoWs

• Involves necessary partners promptly when an issue requires escalation

Ensures Accountability

• Seeks relevant internal feedback on service provided to partner functions and acts to

identify areas of improvement

• Takes ownership of self-development by utilising resources such as Degreed training,

partnering with leadership for additional growth opportunities, researching additional

training to broaden knowledge such as PMI, Prince2 and Safe Agile certifications

• Holds self-accountable for meeting internal functional partner needs

Manages Ambiguity

• Pivots when the needs of a project change, PCR and WO

• Juggles the needs of multiple Delivery Partners and adjusts the operating rhythm and

tactical approach accordingly

• Proactively determines responsibilities on introduction calls and can create contingency

plans when things are unclear to keep the project moving

Plans & Aligns

• Prioritises tasks based on urgency

• Deadline conscious when creating an operating rhythm to include completion of all

necessary tasks like updating budget trackers, approving timecards, submitting finish

sheets, and Peoplesoft timecard upload when required.

• Supports Delivery personnel with Consultant Onboarding and confirms all forms are

completed in a timely manner (PCN, WO, etc.)

Customer Focus

• Educates self on Customer requirements within the SoW to ensure project completion,

contract compliance and Customer satisfaction

• Uses weekly validation reports and auditing (GDP, Peoplesoft Tableau)

• Reports, project specific budget burndowns, etc. to track project performance metrics to

guarantee the engagement is at a healthy GP and revenue based on what was solutioned

• Participates in tasks aligned with operational optimisation of engagement, including but

not limited to approving timecards and monitoring/auditing processed payroll which

directly affects Customer invoicing.