PROJECT COORDINATOR

Project Coordinator is a person who coordinates project schedules, resources, equipment and information. He should identify and deti e project requirements, scope and objectives. He should work closely with Project Manager to prepare comprehensive action plans, including resources, timeframe and budget fir projects. He should perform various coordinating tasks, like schedule and risk management along with administrative duties, like maintaining project documentation and handling financial queries. So place yourself as a Project Coordinator and explore your career by looking into Project Coordinator job interview question and answers given by Cedar Pro

TOP PROJECT COORDINATOR INTERVIEW QUESTION AND ANSWERS

Sample Answer:

I am a hard-working, conscientious and loyal person who is totally dedicated to my work. I am at my best when managing and coordinating projects and enjoy my work the most when I am under pressure to deliver results based on strict timescales. The skills and attributes I possess include ensuring projects adhere to frameworks and relevant documentation, assessing the pros, the cons and the risks associated with projects and also finding solutions to problems to ensure the smooth transition from project idea and project plan through to full project implementation. I believe I will make an excellent Project Coordinator for your company because I possess strong work ethics, high standards and an ability to coordinate the toughest of projects through resilience and determination.

 

Sample Answer:

I was part of a project team in a previous role which included six other team members. We were tasked with delivering an important web-based, time-sensitive project for an important client. During the initial stage of the project we got together as a team to discuss and agree upon the initiation-phase of the project, and also an agreed action plan. From the very first meeting, two members of the team took an instant dislike to each other, and their constant disagreements were causing conflict within the team. I took control of the situation and spoke up during the meeting to express my concerns that, unless we all agreed to put our differences aside, and work collaboratively as part of a team to achieve the project aims, we would all be responsible for the failure of the project. As soon as I raised the issue it was clear the two team members knew they had to put their differences aside, which they agreed to do so. From that point on, the conflict was stopped dead in its tracks and the remainder of the project went smoothly and according to plan.

Sample Answer:

There are a number of different phases I would go through whilst coordinating any project. The first phase is the INITIATION and PLANNING stage. This is where I would define the need for the project, set the project aims and objectives, and also map out the different stages of the project. I would then move on to the DEVELOPMENT stage, whereby I would choose the team members and start putting together the action plan which would be used to achieve important key milestones of the project. I would then move on to the ACTION stage of the project, which is essentially where I and the other team members would implement the tasks needed to get the project over the finishing line. Finally, I would TEST the project to make sure it was working thoroughly and to specification before undertaking a DEBRIEF to see what lessons could be learned for future improvements.

Sample Answer:

In the very early days of working on projects, I was part of a team that almost failed to deliver on a specific project. The team was tasked with completing a new website for a client who had a set budget and timeframe for completion. Whilst the initial planning stage of the project went well, the Project Coordinator at the time kept agreeing to changes requested by the client part way through the project. Each time the client requested a change or addition to the website, it simply ate into our budget and also increased the workload on the team. As the weeks progressed, the pressure on the team grew, simply because we had agreed to too many changes without negotiating an increased project budget or timescales. I decided to speak to the Project Coordinator to express my concerns and also suggest we go back to the client, to request additional funds and an extension of 4 weeks to complete the project. The Project Coordinator agreed, and when he spoke to the client they reluctantly agreed to our requests. I believe my suggestions saved the project from failure. I learned a huge amount from that experience and I would never agree to project alterations unless I was 100% confident I could deliver on my promises.

Sample Answer:

I believe in the modern-world we need to make more effective use of outsourcers to complete specific tasks, and that is what I would do if I had a difficult project to coordinate which had a tight budget and limited resources. There are some excellent websites available such as Upwork.com, Freelancer.com and also PeoplePerHour.com where I could access experts from different industries such as graphic design, web development, ecommerce and admin, etc. I would use these experts to carry out specific project tasks where I was unable to hire someone internally. This approach would have a number of benefits in the fact that I would not need to manage the people directly, and they would also only get paid unless the project task was completed to my specification and also the required standards that I set. This smart approach to project coordination would ensure I could manage multiple-tasks remotely and also, more importantly, at a reduced cost.

 

Sample Answer:

The skills you need are numerous and varied. You need an ability to work to strict timescales; make effective use of resources; be able to plan and organize your work effectively and also foresee problems that may occur and respond to them positively as and when they do arise. You must also be resilient during difficult and stressful periods; analyze data and information to ensure the project runs smoothly; make excellent use of time and be flexible in your approach to all projects and tasks that you are coordinating. Finally, you need to have excellent client and customer service skills and also be a great communicator who can lead, motivate and inspire a group of people to achieve the project specifications and timescales.

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Sample Answer:

One of the most important things for me, as a project coordinator is clarity. Unless you gain total clarity at the start of the project, it is likely to fail at some stage down the line. So, as part of the project coordination life cycle, I will start off with the initiation phase. This is where I define the reason for the project and its purpose. Once I have completed this stage of the project life cycle, I can then move on to the planning stage and define the people, resources and finances needed to complete the project to the required standards and specification.

 

 

Sample Answer:

I would draw a visual diagram to explain the particular aspect of the proposal they are having difficulty understanding. It is a fact that people tend to learn and absorb information in visual format much easier, so I would take the time to create a simple and easy-to-understand diagram. In addition to this, if the opportunity presented itself, I would also try and relate the different project elements to something they could all relate to, such as the operation of a car for example, or even how a house is built using solid foundations. To be honest, if I was personally presenting a project action plan to people who had little technical knowledge, I would automatically think ahead and create a visually appealing PowerPoint presentation that was simple and very easy to understand.

 

Sample Answer:

To be truthful, I want a new challenge where my skills and expertise are put to good use. I enjoy working where I am, and my employer has been fantastic to work for, but I want a new and fresh challenge with an organization that is clearly going places. I have not taken the decision to move on lightly, and having carried out extensive research, your company is the only one I want to work for.

 

Sample Answer:

I would draw up a list of tasks that needed to be delegated during the planning phase of the project, before identifying which team members or outsources should carry out each particular task based on their strengths. Once the tasks were delegated, I would ensure each team member was fully aware of the brief. I would also make sure they provided me with a situation report and update on a periodic basis. This would allow me to benchmark against my plan to ensure each task was working towards delivering a successful project, on time and within budget. I would always trust my team to deliver based on the fact I would be fully aware of their strengths and weaknesses.

 

Sample Answer:

One particular project immediately springs to mind. I was coordinating a project for a client who had specific requirements that continually changed. Every week they would change their mind on what they required, but I focused on completing the project successfully, and on time whilst motivating the people who were working alongside me. The project was particularly challenging because some members of our team did not like the client and were threatening to quit. I motivated the team continually and listened to their concerns as and when they raised any issues. I found that by communicating with my team regularly, it helped them to stay focused on the project. I decided to discuss tactfully my concerns with the client. I felt it important to communicate with them how their indecision could potentially have a negative impact on the project. Whilst I assured them the project would be delivered, I felt it was my responsibility to inform them of the potential negative impact the indecision could have on the overall result. They took on board my comments and suggestions and thanked me for my honest feedback. The end result was that the project was delivered on time and to the satisfaction of the client. At the end of the project, I conducted a meeting with my team members and all discussed what we had learned from the project so that we could improve for next time. I always find an honest and open approach to managing projects works well.

 

Sample Answer:

First and foremost, I would conduct regular appraisals and meetings with the project team members to find out their strengths, weaknesses and also what they needed to perform their duties to the standard required. I would also set deadlines and make my team stick to them religiously. I feel that, by applying deadlines for work to be completed, staff are more likely to develop successful habits and complete work on time. Finally, I also think it is very important to reward and praise staff when they work well. Again, by simply praising your staff, they are more likely to work hard for you and achieve the goals of the company.

 

 

Sample Answer:

My style of communication is always open, honest and encouraging. I believe that, by having an open and encouraging style of communication, the team will discuss with me any issues and potential problems, which will in turn allow us to deliver the project on time and to specification. Of course, there are times when a limited communication style is required, especially when we are operating to an extremely tight deadline or you are managing outsourcers remotely. However, wherever possible, I always encourage open, honest and frank discussions where the team feel they can communicate with me at any time.

Sample Answer:

I would motivate a team in three specific ways:

  1. Through a thorough brief at the start of the project;
  2. By laying out the required standards of the project from the get go;
  3. By communicating with them and also supporting them periodically throughout the project duration. I feel a thorough brief at the start of the project that lays out the plan and key tasks is essential. If everyone knows their role within the project, then it is far more likely to be a success and the team will feel motivated throughout. Also, by setting out the required standard and expectations at the start, none of the team members will have any cause to complain or feel demotivated. Clear lines of communication and expectations are essential to motivating a team. Finally, by speaking with the team throughout the project, and also offering words of encouragement and support, each team member will feel valued, which is a key driver to delivering a successful project.

All projects I take control of are delivered by: – Proper planning; – Support during the execution phase; – And a flexible approach to working. The planning phase is always done well in advance of the project start date and this allows me to strategically plan any eventuality. I will always create a vision board during the planning phase to identify the key issues that could arise during the execution of the project. This is important because it then allows me to prepare in advance for any eventuality. Then, if something happens to potentially put the project off track, it is not a surprise because I have contingency plan in place to deal with it. Support during execution is whereby I provide motivational support to the team, and also look strategically for potential problems with the plan. This allows me to foresee issues and deal with them properly. Finally, by having a flexible approach to the project, you are not set in your ways and blinkered by your own thinking. It is always important to listen to your team members and other stakeholders as they may foresee a better way of working that allows us to deliver the project more efficiently and cost effectively.

Sample Answer:

I would essentially employ a 3-step approach to get the team member to start performing to the standards needed. The 3-step approach is, identify the issue that is affecting the team member. This would mean sitting down with them and getting to the root of the problem. Knowledge is power and if I understand what is causing them to underperform, I can resolve the situation quickly. Once I had gathered the information during step 1, I could then put in place a coaching or development plan to help them improve. If it is something in their home or personal life that is causing them problems, I can create a plan for them based on their needs. However, if it is solely a performance related issue, I would put a plan in place to help coach and develop them whilst showing empathy if required. I would then support them for the required period of time to ensure they got back on track with their performance. Whatever the issue the team member had that was making them underperform, I would get to the bottom of it quickly, support them, show empathy where appropriate and put them on track to get back to peak performance as soon as possible.

 

Sample Answer:

The most difficult aspect of project coordination, and at the same time the most rewarding, is dealing with clients who have unrealistic expectations. I’ve been in situations before whereby I have spent a considerable amount of time discussing the project with a client, and also making them fully aware of the timelines and specification, only for them to place undue pressure on the project with altering expectations. Having said that, I do believe I have become highly competent at managing client’s expectations, and I do this by effective communication and making the client fully aware at every stage of the process we are working to. In my experience, by keeping the client fully onboard, and communicating with them competently at every stage, this saves time and problems later on down the line. The truth is, the client is the person who brings revenue into the business and it is my responsibility as a project coordinator to manage their expectations and keep them focused on the initial project aim and mission.

 

Sample Answer:

I see myself working for you, as a competent and professional Project Coordinator, or even perhaps having obtained advancement within your company to a senior level. Having researched your organization in detail, you are clearly an innovative and forward-thinking company who has exciting plans for the future. I see my career development and progression solely with your company and I am genuinely excited to work for you, if you feel of course, that I am a suitable fit for your team and organization.

Sample Answer:

I find it difficult at times waiting for others to come back to me when the completion of my own task or project depends on them. This demonstrates that I can be impatient at times, and one particular external company commented during a telephone conversation that she found me quite pushy to deal with at times. I stressed to her that my pushiness was simply down to me wanting to get the job done for my employer as quickly and efficiently as possible. If I am given a project to coordinate, I want to get it done on time, to specification and within budget. I am quite competitive, and I do not intend failing because of someone’s inability to do their job properly.

 

Sample Answer:

  • QUESTION – Who is your greatest competitor and how could I help you in this role to better them?
  • QUESTION – What are the plans for the company over the next few years?
  • QUESTION – Do you have any new products or services coming out this year, or any exciting project I would be getting involved in?

 

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