Project Coordinator

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CAI is a global services firm with over 9,000 associates worldwide and a yearly revenue of $1.3 billion+. We have over 40 years of excellence in uniting talent and technology to power the possible for our clients, colleagues, and communities. As a privately held company, we have the freedom and focus to do what is right—whatever it takes. Our tailor-made solutions create lasting results across the public and commercial sectors, and we are trailblazers in bringing neurodiversity to the enterprise.

Job Summary

Job Description

We are looking for a Project Coordinator to support project coordination, resource hiring, vendor management, procurement operations, and financial tracking activities across multiple projects. This position will be Full-Time and Hybrid, Bengaluru.

What You’ll Do

• Support Project Managers with project planning, coordination, milestone tracking, and status reporting
• Maintain project schedules, milestones, deliverables, dependencies, RAID logs, decision logs, and action trackers
• Track project progress and proactively highlight potential delays, risks, issues, or dependencies
• Coordinate project meetings, prepare agendas and meeting minutes, and track actions through closure
• Collect project updates from business, IT, and cross-functional stakeholders and follow up on deliverables
• Support project governance, portfolio reviews, resource tracking, and project documentation
• Maintain accurate and current project information within relevant project management systems
• Work with Project Managers and project teams to collect, consolidate, and track hiring and resource requirements across multiple projects
• Understand resource requirements including role, required skills, experience level, timeline, and project-specific needs
• Maintain a centralized tracker of open requirements, profiles received, interview status, selections, onboarding status, and closures
• Share approved requirements with designated staffing/service vendors and coordinate profile submissions
• Review incoming profiles for basic alignment with the defined requirements before sharing them with the respective project teams
• Coordinate interview scheduling between project teams and vendor candidates
• Collect feedback from hiring/project managers and communicate updates and next steps to vendors
• Follow up with vendors on pending profiles, interview actions, candidate availability, and expected joining dates
• Track requirement aging, fulfillment status, and vendor turnaround times; escalate delays or fulfillment risks as appropriate
• Coordinate selected-candidate onboarding activities with relevant teams and vendors as required
• Prepare regular resource/hiring status reports and dashboards for management review
• Act as a coordination point between project teams and designated vendors for resource and operational requirements
• Maintain regular communication with vendors and follow up on agreed actions and deliverables
• Support preparation and administration of Contract Work Statements, Contract Bid Deviations, NDAs, and related procurement documentation
• Coordinate with Procurement, Finance, Legal, vendors, and business stakeholders for required inputs and approvals
• Create and track Purchase Requisitions and Purchase Orders
• Support PO amendments, renewals, budget revisions, procurement approvals, invoice validation, and accrual tracking
• Maintain accurate vendor and procurement documentation
• Track PO utilization, actual spend, forecasts, accruals, and budget changes
• Assist with invoice tracking and pending financial approvals
• Prepare project status reports, resource/hiring dashboards, presentations, and management updates
• Consolidate project, resource, financial, procurement, and operational information from multiple sources
• Support portfolio-level reporting and management presentations
• Gather and document business and operational requirements
• Analyze project, resource, procurement, financial, and operational data to identify trends, gaps, and exceptions
• Support continuous improvement of project management processes, templates, tools, and reporting practices
• Identify opportunities for process simplification and automation

What You'll Need

Required:

• 3-5 years of relevant experience in Project Coordination, PMO Support, Resource Coordination, Vendor Management, Business Operations, Procurement Operations, or a related role
• Experience coordinating resource or hiring requirements across multiple projects or teams
• Experience working with external staffing/service vendors and following up on resource requirements
• Experience maintaining resource, hiring, project, or operational trackers and reporting
• Experience coordinating with multiple Project Managers and business/technical stakeholders
• Experience with project planning, milestone tracking, action tracking, and status reporting
• Good understanding of project management processes and governance
• Exposure to procurement, PO, budget, forecast, or financial tracking activities
• Strong analytical, organizational, follow-up, communication, and stakeholder coordination skills
• Ability to manage multiple open requirements and priorities simultaneously and work effectively with globally distributed teams

Preferred:

• Planisware
• SAP
• Power BI
• Jira
• Microsoft Project
• Power Query
• Experience with enterprise procurement, resource management, or project/portfolio management systems

Physical Demands

• Ability to safely and successfully perform the essential job functions
• Sedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.
• Ability to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor

Reasonable accommodation statement

If you require a reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employment selection process, please direct your inquiries to [email protected] or (888) 824 – 8111.