The project coordinator role is a professional who helps ensure projects are completed on time and within scope. Typically working alongside project managers, coordinators are responsible for critical tasks including scheduling, budgeting, and resource allocation. In some cases, they also handle quality control and risk management responsibilities. This multifaceted position serves as the operational backbone of successful project execution, bridging communication gaps between team members and stakeholders while maintaining project momentum.
As organizations increasingly recognize the value of structured project management, the demand for skilled coordinators continues to grow. Whether you’re considering this career path or looking to understand how coordinators fit into your organization, this comprehensive guide will explore everything you need to know about the project coordinator role, from essential skills to career advancement opportunities.
Project Coordinator Statistics
- 25 million new project management professionals will be needed to support teams by 2030. 71% of project coordinators were 40+ years, reinforcing the need for new project coordinator professionals.
- 61% of companies are committed to providing employees with project management training. Any project management training gives you the fundamental skills to become a project coordinator.
- Fortune 500 companies account for 25% of project coordinator roles on the market, followed by technology at 13% and finance at 8%.
- The average project-management-oriented salary is around $111,399. Software development, particularly Agile, has several crossover roles, such as Scrum Master and project coordinators.
- 62% of project coordinators are female, according to a recent study, increasing 6% in the last 10 years.
Sources: Talent Gap 2021 Report | PMI, Project Coordinator Demographics and Statistics [2022]
Project Coordinator Role
Project coordinators are often involved in all stages of a project, from planning to execution to post-project evaluation. They need to have strong communication and organizational skills to succeed in their role. They are responsible for the day-to-day management of a project, as they work with project managers to ensure that project deadlines are met and all project documentation is up to date. Also, they provide administrative support to the project team, such as scheduling meetings and preparing correspondence.
As a coordinator, you will be responsible for planning, executing, and monitoring project activities to ensure that project objectives are met. By taking on this role, you will ensure that the project:
- Meets the required quality standards
- Within the budget
- Completed on time
If you are planning to become a project coordinator, you will be responsible for:
- Planning
- Executing
- Monitoring & controlling project activities to ensure that project objectives are met.
To do this, the project coordinator must liaise with project stakeholders, track project progress, remove key roadblocks for your team, and provide regular updates to the project team. But what about the challenges? Coordinators may be bogged down by administrative tasks, such as preparing reports and managing project documents. They may also find it difficult to delegate tasks and give clear instructions to project team members.
Additionally, coordinators may have difficulty communicating with upper management and other stakeholders, as they may not have a deep understanding of the project itself, so they may feel like they are always playing catch-up, as they are often reliant on others to provide them with accurate and up-to-date information.
Essential Skills of a Project Coordinator
If you have these skills and are looking for a challenging and rewarding career, then a career in project management may be right for you.
Organizational Skills
Organizational skills are critical for project management. First and foremost, a project coordinator must be highly organized and have strong attention to detail. They must be able to juggle multiple tasks at once and keep track of all the moving parts of a project.
This is because you will be responsible for coordinating the activities of a team of people and ensuring that the project is well-timed and within budget.
Negotiation Skills
One of this profession’s key responsibilities is negotiating with stakeholders to ensure that the project meets their needs and expectations. This can be a challenging task, as you need to identify the interests of each stakeholder and find a way to meet them all. Prepare in advance, understand the interests of all parties, and stay calm and level-headed during negotiations.
Communication Skills
Effective communication is absolutely essential for project coordinators, requiring the ability to clearly convey information and actively listen to all project team members, stakeholders, and clients. This critical skill includes maintaining composure and performing efficiently under tight deadlines, demonstrating quick problem-solving capabilities when unexpected challenges arise, and consistently displaying high emotional intelligence to navigate complex interpersonal dynamics and foster collaborative working relationships.
Agile Project Coordinators
You will have a key Scrum role in an Agile software environment during the software development process. Your primary responsibility is to manage the project schedule meticulously and ensure that all team members are consistently on track to meet their critical deliverables and sprint goals.
It is important to be certified in Scrum or have an Agile Certified Practitioner (PMI-ACP) certification to demonstrate your expertise and credibility in this specialized field. There are several compelling reasons for pursuing these industry-recognized certifications, as they significantly enhance your professional standing and marketability in the competitive Agile project management landscape.
- A Scrum certification demonstrates to potential employers that you have a good understanding of the Scrum framework and how it can be used to manage projects. It also shows that you are willing to invest in your own professional development.
- A PMI-ACP certification shows that you have the skills and knowledge to effectively manage projects. It is also a well-recognized certification that will make you more attractive to potential employers.
So if you are looking to boost your career as a Project Coordinator, be sure to get them. Project coordinators typically have a bachelor’s degree in project management, business, or a related field. After obtaining a position as a project coordinator, many coordinators advance their careers by obtaining a Master’s degree or certification in project management.
Career Path for Project Coordinators
They typically advance in their careers by taking on larger and more complex projects, which allows them to demonstrate their growing expertise and leadership capabilities. As they gain experience managing diverse project teams, budgets, and stakeholders, they become well-positioned to move into higher-level management positions, such as project managers or program managers.
This natural progression often involves overseeing multiple projects simultaneously, mentoring junior coordinators, and developing strategic project portfolios. Many successful coordinators also pursue advanced certifications and continuing education to strengthen their qualifications for these senior roles, ultimately building toward executive-level positions in project management.
Project Coordinator vs Project Manager Salaries
A project coordinator assists the project manager with day-to-day tasks and ensures that the project stays on track. A project manager, on the other hand, is responsible for the project’s overall success. The terms “project coordinator” and “project manager” are often used interchangeably, but there is a subtle difference between the two roles.
A company’s organizational structure will typically dictate who has authority and what role each person plays.
- The coordinator and project manager may be the same in a small company.
- A larger company typically has a distinct hierarchy with clear roles and responsibilities.
- The organizational structure will also decide if the role is full-time or part-time.
In some cases, the coordinator may be a full-time position, while in others, they may only be needed on a part-time basis. The size of the company and the scope of the project will also play a role in determining the coordinator’s role.
So if you’re wondering whether you should be a project coordinator or a project manager, the answer depends on your specific skills and experience.
If you have experience managing projects, then you may be better suited for the role of project manager. But if you’re new to the world of project management, then you may want to start out as a project coordinator.
Project Coordinator vs Project Expeditor
- The project coordinator is responsible for ensuring that the project is completed on time and within budget. They work closely with the project manager to develop a project plan and schedule, and they coordinate the project team’s efforts.
- On the other hand, the project expeditor is responsible for ensuring that the project materials are delivered on time. They work closely with the project coordinator to develop a delivery schedule and coordinate the project suppliers’ efforts.
The key difference between the two is the authority to make decisions. The project expeditor has no authority to make decisions. However, the coordinator has limited authority to make decisions.
Project Coordinator Salary Guide by Country
As with any profession, the expected project coordinator salary will vary depending on experience, education, and location:
Source: PMI Salary Survey 12th Edition
Certifications to Become a Project Coordinator
The benefits of getting certified include improving your job prospects, increasing your salary, and gaining access to a larger network of professionals. There are many different types of certifications available for project coordinators. Some of the most popular certifications include:
- Project Management Professional (PMP) certification
- Certified Associate in Project Management (CAPM) certification
According to PMI.org, each of these certifications has different requirements and benefits. For example:
PMP Certification Requirements
- A four-year degree
- 36 months of leading projects
- 35 hours of project management education/training or CAPM® Certification
OR
- A high school diploma or an associate’s degree (global equivalent)
- 60 months of leading projects
- 35 hours of project management education/training or CAPM® Certification
CAPM Certification Requirements
- Secondary degree
- High school diploma
- Associate’s degree or the global equivalent
- 23 hours of project management education completed by the time you sit for the exam
PMI-ACP Certification Requirements
- Secondary degree
- 21 contact hours of training in agile practices
- 12 months of general project experience within the last 5 years
- 8 months of agile project experience within the last 3 years
If you are interested in pursuing a career in project management, getting certified is a great way to get started.
FAQs
What is a project coordinator in a nutshell?
A professional who helps to ensure that a project is completed on time, by working with a project manager, and is responsible for tasks such as scheduling, budgeting, and resource allocation
Is it a good career to be a project coordinator?
Yes. According to PMI.org, it is estimated that by 2027, employers will need nearly 88 million individuals in project management-oriented roles, with high growth potential.
What are the day-to-day tasks?
If you are planning to become a project coordinator, you will be responsible for planning, executing, and monitoring project activities to ensure that project objectives are met.
What is the difference between a project coordinator and a project manager?
A project coordinator is responsible for assisting the project manager with day-to-day tasks and ensuring that the project stays on track. A project manager, on the other hand, is responsible for the overall success of the project.
Suggested articles:
- Guide to Becoming a Successful Project Manager
- Top 15 Best Project Management Certifications
- 1000+ Free CAPM Exam Questions to Practice Test
Shane Drumm, holding certifications in PMP®, PMI-ACP®, CSM, and LPM, is the author behind numerous articles featured here. Hailing from County Cork, Ireland, his expertise lies in implementing Agile methodologies with geographically dispersed teams for software development projects. In his leisure, he dedicates time to web development and Ironman triathlon training. Find out more about Shane on shanedrumm.com and please reach out and connect with Shane on LinkedIn.