Project Specialist

8. Role Summary / Job Purpose

The Project Specialist is responsible for supporting project execution activities by coordinating cross-functional teams, tracking timelines and deliverables, maintaining project documentation, and ensuring adherence to defined scope and quality standards. The role contributes to successful project outcomes by ensuring execution readiness, driving follow-ups on actions, maintaining governance discipline, and enabling smooth stakeholder communication throughout the project lifecycle.

9. Key Responsibilities

• Support project execution from initiation to closure by tracking milestones, deliverables, and key dependencies.
• Prepare and maintain project documentation, including project plans, trackers, meeting minutes (MOMs), action logs, and closure reports.
• Monitor project progress against timelines and highlight delays, risks, and dependencies to the Project Manager with proposed mitigation actions.
• Drive stakeholder communication through structured status updates, meeting coordination, and action follow-ups.
• Support governance routines such as project kick-offs, weekly review meetings, and internal execution calls.
• Assist in budget and billing readiness activities by validating required inputs, tracking cost-related items, and ensuring documentation completeness.
• Ensure compliance with PMO standards, templates, and reporting formats for consistent project governance.
• Support continuous improvement by documenting learnings and contributing to process improvements and best practices.

10. Required Skills

Technical / Process Skills

• Project coordination and execution support
• Understanding of project lifecycle (initiation, planning, execution, monitoring, closure)
• Milestone tracking, dependency monitoring, and action management
• Risk and issue tracking with basic mitigation planning
• Scope tracking and change documentation support
• Basic commercial awareness (billing readiness, cost tracking, vendor coordination)

Functional / Behavioural Skills

• Strong communication skills (written and verbal)
• High attention to detail and documentation discipline
• Strong follow-up skills and execution ownership
• Ability to manage multiple tasks and priorities under timelines
• Problem-solving mindset with structured approach
• Strong teamwork and collaboration across functions

11. Tools / Systems / Technical Knowledge

• MS Excel / Google Sheets (trackers, reporting, reconciliation)
• MS PowerPoint / Google Slides (status decks, project updates)
• MS Word / Google Docs (documentation, MOMs, SOPs)
• Project tracking tools (Jira / Smartsheet / MS Project / Asana / Monday.com – preferred)
• Collaboration tools (Microsoft Teams / Zoom / WhatsApp etc.)
• CRM / Ticketing exposure (Salesforce / ServiceNow – preferred)

12. Decision-Making Authority

• Manage assigned project coordination activities, including schedule tracking, action follow-ups, and documentation governance.
• Recommend escalation points, risk mitigation actions, and execution priorities to the Project Manager.
• Ensure internal documentation quality and readiness checkpoints before submission/review.
• Influence execution coordination through proactive follow-ups and alignment with internal stakeholders.

13. Problem-Solving Complexity

• Handles routine to moderately complex coordination scenarios involving dependencies, timeline constraints, and stakeholder alignment.
• Expected to resolve operational blockers through coordination, structured follow-ups, and timely escalation.
• Requires ability to adapt to evolving requirements while maintaining documentation and governance hygiene.

14. Stakeholder Management / Influence

• Internal Stakeholders: Sales, PMO, Professional Services, Operations, Finance, Procurement, Support teams, Leadership (as required)
• External Stakeholders: Customers, Vendors, Field Engineers, Partner teams (limited exposure as per project need)

• Role involves structured internal coordination and periodic customer-facing communication such as status updates, requirement confirmations, and closure support.
• Expected to influence stakeholders through governance discipline, reporting accuracy, and execution follow-through.

15. Education & Certification Requirements

Mandatory

• Bachelor’s degree in business administration, Engineering, IT, Operations, or related field

Preferred

• CAPM / PRINCE2 Foundation (added advantage)
• ITIL Foundation

16. Experience Requirements

• 4–6 years of experience in project coordination / PMO / service delivery/project support roles
• Experience working with cross-functional stakeholders in a multi-team environment
• Exposure to IT infrastructure, deployments, field services, technical operations, or managed services is preferred
• Experience in vendor coordination, documentation governance, and customer communication is an advantage
• Strong reporting and project tracking experience using standard tools and dashboards