Position Title: Project Coordinator – Monitoring & Reporting
Reports To: Project Director
Location: New Delhi
Type: Full-time / Contract
Probation Period: 3 months
Travel Requirement: As per the Management requirement
About the Role
The Project Coordinator serves as the central information and tracking hub for all program activities. This role does not directly implement project deliverables (e.g., trainings, distributions), but ensures that all activities are properly tracked, documented, and reported.
The ideal candidate is highly detail-oriented, organized, and comfortable managing timelines, spreadsheets, and frequent follow-ups to ensure nothing falls through the cracks.
Key Responsibilities
1. Tracking & Documentation
- Maintain and continuously update master project trackers across all active programs
- Develop and standardize tracking templates (trackers, reporting formats, checklists)
- Update milestone logs, risk registers, and action trackers on a weekly basis
- Ensure all field reports, attendance sheets, photos, and expense documents are submitted and filed within 48 hours
- Maintain version control and proper documentation naming conventions
- Support audit readiness by ensuring complete and well-organized documentation
- Archive completed project data systematically for future reference
2. Follow-up & Coordination
- Send structured weekly follow-ups to program officers and field teams on pending deliverables
- Maintain a centralized action tracker and ensure accountability across teams
- Coordinate internal calendars, timelines, and key deadlines across multiple projects
- Schedule cross-functional meetings and ensure stakeholder availability
- Record, circulate, and track closure of meeting minutes (MoMs)
- Escalate delays, risks, or bottlenecks proactively to the Program Manager
- Act as the communication bridge between field teams and management
3. Reporting & Data Management
- Prepare weekly one-page progress dashboards using RAG status indicators
- Compile, clean, and validate data received from field teams before reporting
- Identify inconsistencies or gaps in field data and follow up for corrections
- Support preparation of donor reports by consolidating inputs from multiple teams
- Draft monthly and quarterly program reports with clear summaries and visuals
- Build simple dashboards (Excel/Google Sheets) for real-time tracking
- Maintain a repository of reports and ensure timely submission to stakeholders
4. Planning & Process Support
- Assist in project planning by breaking down timelines into trackable milestones
- Support creation of work plans and implementation schedules
- Help define clear deliverables, deadlines, and ownership for activities
- Monitor adherence to project timelines and highlight deviations
- Recommend process improvements to enhance tracking efficiency
- Support onboarding of new team members on tracking tools and systems
5. Risk & Issue Monitoring
- Track project risks and maintain updated risk registers
- Flag emerging risks early and follow up on mitigation actions
- Monitor recurring delays/issues and identify patterns
- Support teams in developing corrective action plans
- Ensure critical issues are escalated before they impact project outcomes
6. Field Coordination Support
- Coordinate with field teams prior to visits to ensure preparedness (agendas, checklists, materials)
- Track field visit schedules and ensure timely submission of visit reports
- Verify completeness of field documentation (photos, attendance, reports)
- Conduct periodic data quality checks from field submissions
- Travel to field sites (as required) to validate processes and documentation practices
7. Tools & Systems Management
- Maintain and update project management tools (Asana, Trello, Monday.com, or Smartsheet)
- Ensure all tasks, deadlines, and dependencies are accurately reflected in the system
- Train and support team members in using tracking tools effectively
- Troubleshoot basic issues related to tracking systems and workflows
- Explore and suggest new tools or automation to improve efficiency
Qualifications
Required:
- Post Graduate (MBA or PMP certification is a plus, not mandatory)
- 1–3 years of experience in project coordination, operations, or administration
- Advanced proficiency in Excel or Google Sheets (pivot tables, formulas, conditional formatting)
- Experience with at least one project management tool (e.g., Asana, Trello, Monday.com, Smartsheet)
- Fluency in English and Hindi
- Strong attention to detail and organizational skills
- Ability to consistently follow up and manage repetitive processes
- Strong data summarization and visualization skills
What We Offer
- Salary: Commensurate with Experience
- Leave: 18 days annual leave + public holidays
- Company-provided laptop and SIM card for fieldwork
- Opportunities for training in project management tools and systems
Application Information:
Please send us your updated resume along with suitability note for the position of “Project Coordinator” at info.hr@maharishiramraj.in . Please mention “Project Coordinator” in the subject line.