Case Study – Project Coordinator

Introduction

An award-winning accessible design specialist working in the built environment required support to deliver an internationally impactful project for their major client. The project involved coordinating worldwide contributions by internal and external colleagues across four months.

As the project was operating on different continents simultaneously, and to a strict timetable, my client required support whereby the coordination was managed virtually whilst still accommodating the vastly different time zones.

Furthermore, my client had no systems in place to manage the coordination of the project and the timetable was subject to pre-approval by their client with changes being made at short notice.

My Impact

I created a tracking spreadsheet to give an instant ‘snap-shot’ of the project’s progress to cement efficiency and timely delivery. This involved collating complex and frequently changing data inputs, using formulas and conditional formatting to present the data in an easy-to-read and visually appealing way. This naturally needed a keen eye and attention to detail. Using this knowledge base, I successfully tracked and coordinated site visits, including pre-visit correspondence/instructions, site access approvals, and collated post-visit reports with the related evidence. Furthermore, I was available to project members for any ad-hoc queries they had while on site. In addition to my project coordination work, I was asked to support the wider client team with ad-hoc documentation checks, this freed up a substantial amount of employee time enabling them to meet other important organisational deadlines.

Excellent organisational and multi-tasking abilities, resilience, and remaining calm under stress were all skills deployed in this project. It also called upon my natural disposition toward pro-active problem solving, building strong relationships at all levels and having a ‘can-do’ attitude.

To offer the flexibility required to meet the challenge of differing time zones, I time-blocked my work schedule reserving early morning UK and evening slots for my client, and adding UK daytime slots for catch-up meetings with European/UK-based staff when required. This functioned perfectly, enabling me to offer support and appropriately timed communications to expected response times, either at the start or end of my colleagues’ working day.

Conclusion

The project documentation was collated, checked and queries summarised for my client to discuss with both external colleagues and the major client. My client was able to complete the site visit timetable, as designated by their client, on time and in full.


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