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Summary. Project coordinator candidates should prepare specific examples to reflect their work history and that highlight their skills and use the STAR method to answer interview questions. Interviewers should prepare for an interview by creating questions that are tailored to the position of project coordinator to help find their ideal candidate.
If you want a project to run smoothly, you lean on your project coordinator. Though they work under the Project Manager, the Coordinator’s job is to ensure projects are completed on time and on budget.
Project coordinators have control of the project workflow. They coordinate resources, schedule assignments to the team, provide reports to clients or stakeholders, and keep everyone on the same page. Without them, projects would fail more often than not.
That makes them an important part of the team.
It also means they won’t hire just anyone to fill the role.
Key Takeaways:
Candidates should research the company to get an understanding of the company values, mission, and any recent projects they have done.
Interviewers should have an understanding of who their ideal candidate is and the requirements needed for them to fill the position.
Looking for a job? These position are hiring now near you:
As the Candidate:
Research the company. The best way to prepare for an interview is to research the company and get an understanding of their mission, values, and recent projects. You should also research who will be conducting your interview. This information will allow you to give more thoughtful answers to the questions asked.
Prepare examples. Reflect on your work history and come up with examples that demonstrate your management skills and shows your experience. Use the STAR (situation, task, action, and result) method in your answer.
Familiarize yourself with project management tools. If you aren't already familiar with common project management tools such as Microsoft Project or Asana, get familiar with them. You should also be prepared to discuss your knowledge and experience with these tools.
As the Interviewer:
Understand what you want from a candidate. Review the job description to help you get an idea of your ideal candidate. The job description will identify responsibilities and qualifications for the position, which will help you know what to look for from candidates.
Create your questions. You should create questions that are tailored to the position and what requirements are needed for the position. The questions you have should be a mixture of situational, behavioral, and technical interview questions.
Be prepared to answer questions. The candidate should have a list of questions to ask you about the position and the company. Be prepared to answer these questions to the best of your ability and to sell your company to the candidate.
Below are a list of 16 project coordinator interview questions with answers. These are example answers to show you what an ideal answer should be. Be sure that you tailor the answers in your own words for your interview.
Tell me about yourself
This is a common interview question that is used as an icebreaker question to get to know you a little better. When answering this questions, be sure that you use specific examples from your past and that you highlight your relevant experiences and skills.
Example Answer:
My name is John Day and I have ten years of experience as a project coordinator in construction management. In my most recent role at XYZ Company, I was responsible for multiple projects, including managing budgets, timelines, and resources. One of the projects I managed coordinating with various stakeholders to implement a new software system that would improve productivity.
I believe my experience as a project coordinator, combined with my ability to manage competing priorities and work collaboratively with cross-functional teams, makes me an excellent candidate for this role.
What do you feel qualifies you for this role as a project coordinator?
This is a common question you will hear in interviews for project coordinator positions. Your response provides the employer with two important pieces of information: your awareness of what is required of a project coordinator and some of the most useful skills you possess.
Example Answer:
I earned my bachelor’s degree in Business Administration from the University of Georgia and have been working as a project coordinator for the last four years. I am extremely comfortable working with Microsoft Excel and SalesForce but can learn any new software quickly. My previous supervisors will all tell you how well I communicate with my team and management, as well as how organized and detail-oriented I am.
What tasks do you complete when tracking the progress of a new project as a project coordinator?
The employer wants to be sure you understand the lifecycle of a project and the expectations of the role. Your response will also give them insight into how you think and the processes you follow.
Example Answer:
When tracking the progress of a new project, I would coordinate with my Project Manager, manage and update the project schedule, track expenses, monitor deliverables and make sure team members are aware of their assignments and deadlines.
In your previous position, how did you communicate the urgency of meeting deadlines for all deliverables?
Part of a project coordinator’s job is keeping everyone on schedule. Deadlines are often tight and unmoving as client or stakeholder expectations are set in stone.
Your team is rarely working on just one thing, and it can be easy for team members to overlook deadlines or neglect a piece of the puzzle. A good project coordinator will communicate well with their team and ensure that all deliverables are received by their deadlines.
Example Answer:
While at Catalyst, I used task tracking software to keep team members on-task. It would send regular reminders to the team member assigned to the task, keeping me updated on progress. In addition to the automated check-ins, I would verbally check in with each team member as a deadline approached. If anyone were behind on their task or required assistance, I would provide it.
Project changes are a reality for project coordinators. How do you and your team manage frequent project changes?
Scope creep is hardly uncommon; a good project coordinator will expect it on some level. The client or stakeholders sometimes change their mind about a specific aspect of the project. They may push for specific changes or make requests.
It can be easy to get overwhelmed and struggle to change directions on a dime. You have deadlines to meet and a budget to adhere to afterall. A project coordinator should lead by example and handle this situation with grace and a calm demeanor.
Example Answer:
I keep regular contact with clients and keep them apprised of project progress and deliverables. I make myself available to answer any questions they have and address any concerns that may arise through the process. If a change is requested and the adjustment is deemed necessary, I work their requests into the project, adjusting the schedule and assigning any additional items.
What’s your approach to providing regular project updates to your team?
It is not just management, clients, or stakeholders you need to keep in the loop. Your team needs to understand how the project is progressing and if anything has changed. Part of your job is communicating with your team members.
The employer wants to know that you have a system in place and understand how to keep everyone updated and on-task.
Example Answer:
What is important to stakeholders is not always what is important to my team members. In the early stages of a project, I meet regularly with my team to ensure that everyone understands what is being asked of them and what the deadlines are. This gives me insight into what information the team needs to understand the progress being made and the project status. Once the project is well underway, I provide regular email updates as well as updates to my whiteboard so all team members can keep track.
What tools do you use to track labor and expenses for a project?
Tracking the budget and costs falls to the project coordinator. If you can’t effectively track expenses or labor, then you won’t be able to understand the project budget truly.
The employer needs to know that you have a system you typically follow and that you understand what needs to be done.
Example Answer:
I create a folder for each project in my Google Drive and ensure that all necessary parties have access. Typically, I use spreadsheets that I’ve designed to track costs and labor.
Your project has tight deadlines. How do you keep your teammates motivated?
Keeping your team members on task and schedule is part of your job duties. Their motivation plays a large role in their ability to complete tasks on time and without sacrificing quality.
Example Answer:
I use Asana to keep track of all my project tasks. My teams have always enjoyed the little animations that display every time you check off a task. They’ve found that it is oddly motivating, so I’ve continued using this program. If a project has tight deadlines, I try to add some additional motivation for my team. I reward accomplishments and make a game out of task completion, so there is an additional incentive to complete tasks on time. I also try not to micromanage team members as that only adds additional stress.
How often do you liaise with clients on behalf of the company?
Providing progress reports to your client is in the job description. Your ability to communicate with your clients and develop a working relationship with them is crucial to your success in this role.
Example Answer:
I communicate with clients on every project. The Project Manager may work with the client to determine the goals, objectives, and deliverables, but it is my job to communicate with them throughout the lifecycle of the project.
What do you believe are the most important skills for a project coordinator?
This is another phishing question. The employer wants to know that you understand what it takes to be a project coordinator.
A question like this also allows you to highlight your skills. You can communicate that you possess the skills you believe are important in this role.
There are many skills associated with Project Coordination—as mentioned above. You need to determine which you find to be the most important in your daily tasks.
Example Answer:
I believe that given the duties this job entails, the most important skills to possess are organization, communication, time management, and an ability to multitask. I am constantly juggling multiple projects and many team members and clients. Without those skills, the projects would fall apart.
How many phases are there in planning a project?
You need to understand the process. Do you know what happens from start to finish of each project? While you may not necessarily be part of the initial planning stages—this usually falls to the Project Manager—you are involved in many aspects of planning and executing a project.
Example Answer:
There are three phases in the planning of a project. The initiation phase, where the scope of the project, objectives, and team is decided on; the planning phase where budget, timeline, and task assignments occur; and the execution phase, where the project is now underway and is actively being managed.
In what ways have you helped to reduce costs and save time?
Saving time and money matters to the employer. By properly coordinating the project, you can reduce costs and save time. They want to know that you will be an asset.
Example Answer:
I effectively manage my team to keep them both on-task and on time. We complete deliverables that satisfy the client and maintain our schedule. Through communication with clients, I am also able to manage our scope creep and prevent us from adding both time and costs to the project.
If your manager asked you to start a project from scratch, what will you do?
It’s a nightmare scenario, but it is going to happen—probably more than once. Scrapping everything and starting back at the beginning will destroy your schedule and obliterate your budget.
That is hardly an ideal situation. Running late and going over budget hurts you, the client, and the company. So your ability to handle this situation matters.
Example Answer:
First, I would ask for clarification. What about the project is not satisfactory? What objectives have changed? Then, I would assess the requests and determine if it is really necessary to start from scratch. If it is, there is nothing to be done but to comply. If I don’t feel that we should start from scratch, I would gather the evidence and discuss it with my manager until we can come to an agreement.
What causes some projects to fail? What can you do to ensure success?
As a project coordinator, it is your job to ensure project success. Unfortunately, some projects will fail—whether they go over budget or time, don’t meet the client or stakeholder standards, or don’t provide the desired outcome.
You should be well aware of the tripwires that can cause a project to fail. You should also have a set plan to ensure project success.
Example Answer:
Poor project planning, poor project management, and poor communication are the main reasons projects fail. If I do my job right, projects will have a much higher success rate. At the start of a project, I make sure all parties are on the same page and speaking the same language. I keep track of the budget, schedule, and deliverables throughout. Even if all of that is done right, the project can be disrupted and derailed without proper communication. So, I always make sure there is a communication plan in place.
This role requires a lot of multitasking. How do you prioritize?
You’ll be coordinating multiple projects simultaneously. Each project comes with a long list of tasks to complete and deadlines to meet. Prioritizing tasks is an extremely important part of this job.
Example Answer:
I maintain a schedule for each individual project as well as a complete list of tasks and deadlines for all projects to help me understand what requires attention and when. If a decision needs to be made, I examine each project focusing on deadlines, dependencies, and strategic value.
What are the common internal consulting tools used in project coordination?
The job description may have mentioned certain tools you need to be familiar with. Even if it didn’t, each industry has a set of commonly used tools you should be familiar with.
Your knowledge of these tools will aid you in your day-to-day tasks and show the employer your industry knowledge.
Example Answer:
Oracle, EBS, and SalesForce are the most commonly used. I am very familiar with all three.
How do you ensure that all stakeholders are kept up-to-date with project progress and are informed of any changes or delays?
How do you prioritize tasks and allocate resources to ensure that project deadlines are met?
Can you describe a time when you had to deal with an unexpected challenge during a project? How did you handle it?
How do you manage conflicts between team members or stakeholders during a project?
Can you explain your experience in creating project schedules and timelines? How do you ensure they are realistic and achievable?
How do you track and manage project budgets? Can you give an example of how you have successfully managed a project within a budget?
Can you walk me through your process for risk management and mitigation in a project?
How do you ensure that project documentation is accurate, complete, and up-to-date?
Can you describe a time when you had to manage a project with remote team members? How did you ensure effective communication and collaboration?
Can you give an example of a project where you had to manage multiple vendors or subcontractors? How did you ensure they were meeting project requirements and deadlines?
As with any job, there is a specific set of skills that employers are looking for in their project coordinator.
The hard skills each position requires will be listed in the job description. You should know before you ever send in your resume and cover letter what technical skills the ideal candidate will possess.
Some of the more common are:
Project planning
Risk management
Task management
Google Suite
Advanced Excel skills
Familiarity with Oracle, EB, SalesForce, or similar
The soft skills may not be as obvious. They may list out some like “strong organizational skills,” “proven communication skills,” or “ability to multitask” in the job description. More likely, though, you’ll simply need to know that a successful project coordinator will demonstrate these skills:
What is the difference? You may be asked during your interview.
Even if you don’t face this specific question in the interview room, you will need to understand the difference between your role as a project coordinator and your superior’s role as a Project Manager.
Though there is a significant amount of overlap in duties, they are not the same.
Project Managers work with clients, management, and stakeholders to determine goals and objectives for each project. They oversee the project from start to finish and are responsible for ensuring the completed work is quality and satisfactory to all parties.
On the other hand, project coordinators are more involved in the day-to-day tasks required to complete each project. As the name suggests, they coordinate the team. They also track budget and costs, manage the schedule, track and enforce deadlines, report progress to all parties, and track labor.
These two roles work hand-in-hand, but you must understand where they differ. Employers want to know that you understand what your role is and what responsibilities you will take on.