How To Hire A Project Coordinator

A Project Coordinator is the engine behind successful execution. Acting as the central hub between teams, vendors, and stakeholders, they keep projects on track, on time, and on budget. Whether you're launching a new product, rolling out a marketing campaign, or managing internal change, hiring the right Project Coordinator ensures that nothing slips through the cracks.

Understanding The Role & Responsibilities

Project Coordinators are responsible for organizing and managing the day-to-day logistics of a project. They work under the guidance of a Project Manager or department lead to ensure timelines are met, tasks are assigned, and deliverables are executed properly.

Common responsibilities include:

• Creating and maintaining project schedules and timelines
• Assigning tasks and tracking progress across teams
• Organizing meetings, preparing agendas, and capturing action items
• Managing documentation, budgets, and resource allocation
• Communicating updates to stakeholders and flagging risks
• Ensuring project workflows align with overall goals and deadlines

Depending on the company or department, Project Coordinators may also assist with reporting, compliance, vendor communication, and post-project evaluations.

Skills To Look For In A Great Project Coordinator

The strongest Project Coordinators are organized, communicative, and proactive. Here are key skills to prioritize:

Time Management & Organization

They must manage multiple moving parts, prioritize deadlines, and keep teams aligned, often across multiple projects at once.

Clear Communication

Coordinators serve as the communication bridge between stakeholders, requiring strong written and verbal skills.

Attention To Detail

They’re responsible for ensuring that nothing falls through the cracks, from meeting notes to task dependencies.

Tech Proficiency

Familiarity with project management tools (e.g., Asana, Trello, Monday.com, Smartsheet, Microsoft Project) is a must.

Problem Solving

When project roadblocks appear, a good coordinator can pivot, find solutions, and keep things moving.

Collaboration & Flexibility

They need to work well with different personality types and departments, marketing, engineering, HR, finance, and adapt quickly to shifting priorities.

Other Transferable Titles

If you’re broadening your search, consider candidates with backgrounds in these adjacent roles:

Administrative Assistant

Often skilled in scheduling, organization, and team coordination, these professionals have transferable experience managing timelines and logistics.

Operations Coordinator

Familiar with cross-functional support and process improvement, operations professionals bring an efficiency-focused mindset.

Event Coordinator

Highly organized and deadline-driven, these individuals often manage complex, fast-moving projects involving vendors and internal teams.

Department Coordinator

Those who’ve supported a team or department may have experience juggling responsibilities and facilitating communication.

Junior Project Manager

Some may be early in their careers but already bring valuable experience with managing timelines, reporting, and team support.

Interview Questions

These questions can help uncover technical skills, communication ability, and initiative:

1. How do you keep track of multiple project deadlines and tasks at once?
2. What tools or systems have you used for project tracking and reporting?
3. Tell me about a time you had to manage competing priorities. How did you handle it?
4. Describe a project you coordinated from start to finish. What went well, and what would you improve?
5. How do you handle communication between different departments or stakeholders?
6. What’s your approach when a project falls behind schedule?
7. How do you ensure follow-through after meetings or check-ins?
8. Tell me about a time you caught an issue before it became a problem.

Evaluating & Making The Final Decision

Once you’ve interviewed candidates, evaluate them based on:

• Their ability to organize and prioritize across multiple tasks
• Communication clarity and stakeholder management
• Experience with relevant tools or workflows
• Proactive mindset and ability to identify gaps or risks

You may also consider assigning a short exercise, such as building a simple project plan or managing a mock project kickoff, to evaluate how they approach structure and communication.

Partner With Premier

Hiring a Project Coordinator is an investment in execution and efficiency. With the right hire, your team can move faster, stay aligned, and deliver more consistent results, no matter the size or scope of the initiative.

Let Premier help you find the right Project Coordinator to bring clarity, momentum, and organization to your team. Get started today.