Aayan Infotech
Website:
aayaninfotech.com
Job details:
Job Summary
The Project Coordinator is responsible for managing the end-to-end execution lifecycle of projects after onboarding. The role ensures structured project planning, stakeholder alignment, predictable delivery outcomes, quality assurance, cross-functional coordination, and successful deployment within approved scope, timelines, and budgets.
The Project Coordinator acts as the central point of coordination between Business Development, Clients, Development, Design, QA, DevOps, and Leadership teams throughout the project lifecycle.
Key Responsibilities
1. Project Initiation & Onboarding
- Acknowledge project onboarding from the Business Development team.
- Conduct internal kickoff and planning activities.
- Organize project kickoff meetings with internal and external stakeholders.
- Schedule and manage Knowledge Transfer (KT) sessions.
- Ensure smooth transition from sales to execution.
2. Requirement Gathering & Documentation
- Coordinate requirement gathering sessions with clients and stakeholders.
- Validate project requirements, scope, objectives, and deliverables.
- Prepare and maintain project documentation, requirement documents, and execution plans.
- Ensure all project assets and references are centrally maintained.
3. Technical & Design Coordination
- Coordinate with Technical Leads and Design teams for requirement alignment.
- Support effort estimation, sprint planning, and resource allocation activities.
- Ensure development and design teams clearly understand project objectives and priorities.
- Facilitate cross-functional collaboration throughout execution.
4. Project Planning & Execution Monitoring
- Create and manage project timelines, milestones, sprint plans, and delivery schedules.
- Monitor project execution to ensure predictable delivery outcomes.
- Track task progress, dependencies, blockers, and risks.
- Ensure project deliverables meet agreed timelines and quality standards.
- Conduct regular status meetings and reporting.
5. Stakeholder Communication Management
- Serve as the primary communication bridge between clients and internal teams.
- Maintain structured communication channels and stakeholder updates.
- Ensure transparency in project progress, risks, delays, and decisions.
- Manage meeting notes, action items, and escalation tracking.
6. Repository & Documentation Management
- Maintain centralized project repositories and shared documentation systems.
- Ensure all project discussions, technical references, approvals, deliverables, and change requests are properly documented.
- Keep project records updated throughout the lifecycle.
7. Sprint & Delivery Management
- Coordinate weekly sprint planning and execution reviews.
- Monitor task allocation and delivery commitments.
- Ensure adherence to sprint goals and milestone completion.
- Support agile execution methodologies and delivery tracking.
8. Quality Assurance Coordination
- Coordinate with QA teams for continuous testing and validation.
- Ensure functional, performance, and user story compliance checks are completed.
- Track issue resolution and maintain delivery quality standards.
- Verify readiness before deployment and production release.
9. Change Request (CR) Management
- Review and document change requests with stakeholders.
- Coordinate feasibility analysis, effort estimation, and impact assessment.
- Communicate timeline and budget implications.
- Ensure approved changes are documented and implemented properly.
10. Deployment & Closure Management
- Coordinate deployment readiness activities.
- Verify completion of scope, approvals, testing, and payment milestones.
- Ensure server readiness, third-party integration validation, and production testing.
- Support final delivery, deployment, and post-launch transition.
Required Skills & Competencies Technical & Operational Skills
- Strong understanding of project execution lifecycle.
- Experience with Agile/Scrum project management methodologies.
- Knowledge of software development lifecycle (SDLC).
- Sprint planning and milestone tracking experience.
- Risk management and escalation handling.
- Documentation and reporting expertise.
Communication Skills
- Excellent verbal and written communication.
- Strong stakeholder management abilities.
- Client handling and coordination expertise.
- Meeting facilitation and presentation skills.
Organizational Skills
- Strong multitasking and time management.
- Ability to manage multiple projects simultaneously.
- Attention to detail and process orientation.
- Strong decision-making and problem-solving skills.
Preferred Tools & Platforms
- Jira / ClickUp / Trello / Asana
- Slack / Microsoft Teams
- Google Workspace / Microsoft Office
- Confluence / Notion
- Figma (basic understanding)
- Git repository workflow awareness
Qualifications
- Bachelor’s degree in Management, Computer Science, IT, or related field.
- PMP / Scrum certification is an advantage.
- 3+ years of experience in IT project coordination or project management.
Key Performance Indicators (KPIs)
- On-time project delivery
- Sprint completion accuracy
- Stakeholder satisfaction
- Quality compliance rate
- Documentation completeness
- Risk and escalation management efficiency
- Change request handling effectiveness
Core Principles Expected
- Structured communication
- Predictable delivery
- Documentation-driven execution
- Continuous monitoring and control
- Stakeholder transparency
- Quality-first approach
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