Cybernara
Website:
cybernara.com
Job details:
We are looking for a responsible and organized Project Coordinator – Compliance & Documentation to support a large compliance implementation project.
The person will work with internal teams, business departments, legal teams, external consultants, and senior stakeholders. The role will involve project coordination, follow-ups, documentation, meeting notes, progress tracking, and department-wise coordination.
This role is suitable for someone who is good at managing documents, coordinating with multiple teams, tracking pending items, and ensuring that work gets completed on time.
The project will involve data protection and compliance activities. Prior experience in privacy, compliance, audit, legal documentation, or PMO work will be helpful, but it is not mandatory.
Key Responsibilities
1. Project Coordination
- Support the Program Lead in day-to-day project coordination.
- Track project activities, timelines, deliverables, and open items.
- Follow up with internal teams and external partners for pending actions.
- Maintain trackers for tasks, ownership, timelines, risks, and closure status.
- Escalate delays, risks, or missing inputs to the Program Lead on time.
- Coordinate with consultants, partners, and internal stakeholders.
- Prepare regular progress updates for management review.
- Ensure all teams are aligned with the approved project plan.
2. Cross-Functional Coordination
- Coordinate with departments such as IT, Finance, HR, Legal, Marketing, Operations, and Business teams.
- Collect department-level information, documents, and process inputs.
- Help organize department-wise meetings, workshops, and training sessions.
- Follow up with departments for required information and action closure.
- Track department-wise progress and share updates with the Program Lead.
- Help teams understand pending requirements and next steps.
- Ensure all departments provide inputs within agreed timelines.
3. Documentation Management
- Prepare and maintain project documents, trackers, reports, and meeting notes.
- Prepare Minutes of Meeting for governance meetings, working sessions, and department meetings.
- Circulate MoMs and action items to relevant stakeholders.
- Maintain a structured documentation repository.
- Ensure documents are properly named, dated, version-controlled, and stored.
- Track document approvals, review comments, sign-offs, and changes.
- Coordinate with the Legal team for review and approval of key documents.
- Maintain audit trails for important decisions, approvals, and communications.
- Ensure documentation is ready for internal reviews, partner reviews, and audit purposes.
4. Compliance Support
- Support the team in collecting information required for compliance activities.
- Assist in maintaining records related to personal data, consent, process flows, vendor details, and department inputs.
- Help track compliance gaps and closure status.
- Coordinate with departments to collect evidence of completed actions.
- Support preparation of dashboards, status reports, and summary notes.
- Ensure compliance-related tasks are properly documented.
5. Stakeholder Communication
- Act as a central coordination point between departments and project stakeholders.
- Communicate clearly and professionally with internal teams.
- Follow up politely but firmly for pending inputs.
- Keep the Program Lead updated on progress, risks, and delays.
- Maintain clear communication with legal teams, consultants, and business teams.
- Ensure there is proper visibility on project status and pending actions.
Required Skills
- Good project coordination skills.
- Strong documentation and follow-up skills.
- Ability to prepare MoMs, trackers, reports, and status updates.
- Good written and verbal communication skills.
- Ability to work with multiple departments at the same time.
- Strong attention to detail.
- Good ownership and task management skills.
- Comfortable working with senior stakeholders.
- Good knowledge of MS Office, Excel, Word, PowerPoint, Teams, SharePoint, Google Workspace, or similar tools.
- Ability to manage folders, documents, versions, and approval records.
Good to Have
- Experience in compliance, audit, legal documentation, governance, PMO, or project coordination.
- Experience working with IT, HR, Finance, Legal, Marketing, or Operations teams.
- Basic understanding of data protection, privacy, audit evidence, or regulatory compliance.
- Experience with tools such as Jira, Asana, Trello, Monday.com, ClickUp, or similar platforms.
- Exposure to DPDPA, GDPR, ISO 27001, risk management, or internal audit will be an advantage.
Ideal Candidate Profile
The ideal candidate should be someone who is organized, dependable, and good with follow-ups.
The person should be able to manage documents, speak with different departments, maintain trackers, prepare clear updates, and ensure that pending items are closed on time.
This role requires someone who can work with structure, maintain records properly, and keep the project moving without constant reminders.
What Success Looks Like
- All project activities are tracked properly.
- Department-wise inputs are collected on time.
- Meetings are documented clearly.
- Action items are followed up and closed.
- Documents are version-controlled and easy to find.
- Legal and partner review documents are maintained properly.
- Risks and delays are escalated on time.
- Management has clear visibility on project progress.
- Audit-ready documentation is maintained throughout the project.
Education
- Bachelor’s degree in Business, Commerce, IT, Management, Law, or related field.
- Certifications in project management, compliance, documentation, audit, or privacy will be an added advantage.
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