Project coordinator

Overview

Job Title- Project Coordinator, PS

Location: Bangalore.

 

Position Summary

The Resource Coordinator is responsible for supporting the efficient allocation, scheduling, and utilization of Professional Services resources across customer projects, managed services engagements, and internal initiatives. This role serves as a critical link between Delivery Managers, Project Managers, Practice Leaders, and consultants to ensure the right resources are assigned to the right work at the right time.

The Resource Coordinator maintains resource schedules, supports forecasting activities, identifies staffing risks, and helps optimize utilization while balancing customer commitments, employee development opportunities, and business priorities.

Key Responsibilities

Resource Planning & Scheduling

• Coordinate resource assignments across implementation, consulting, development, training, managed services, and support engagements.
• Maintain resource schedules and capacity plans within the PSA/resource management system.
• Assist with staffing new projects, change orders, managed services requests, and escalation needs.
• Monitor consultant availability, PTO, holidays, and other capacity impacts.
• Support resource leveling efforts to balance workloads across teams and regions.
• Ensure resource assignments align with required skills, certifications, experience, and customer needs.

Forecasting & Capacity Management

• Maintain short-term and long-term resource forecasts.
• Support weekly and monthly resource planning reviews.
• Identify upcoming resource shortages, excess capacity, and scheduling conflicts.
• Assist leadership with hiring justification by providing capacity and demand analysis.
• Track forecast accuracy and resource utilization trends.

Operational Support

• Create and maintain resource requests, assignments, and staffing records.
• Ensure project staffing information is accurate and up to date.
• Support onboarding coordination for new consultants and contractors.
• Assist with project transitions, resource replacements, and escalation staffing needs.
• Coordinate with managers to resolve resource conflicts and priority changes.

Reporting & Analytics

• Prepare utilization, capacity, and forecast reports for leadership.
• Monitor key delivery metrics related to staffing effectiveness.
• Track billable utilization and identify opportunities to improve resource deployment.
• Analyze staffing trends and provide recommendations for operational improvements.
• Maintain dashboards and reporting used during delivery and operational reviews.

Collaboration & Communication

• Partner closely with Project Managers to understand upcoming project needs.
• Work with Delivery Managers and Practice Leaders on staffing priorities.
• Communicate staffing updates, conflicts, and risks to appropriate stakeholders.
• Support cross-functional coordination between Services, Sales, Enablement, and Customer Success teams.
• Promote proactive resource planning and scheduling best practices.

Qualifications

Required

• Bachelor's degree in Business, Operations, Project Management, Information Systems, or related field, or equivalent experience.
• 1–3 years of experience in resource management, project coordination, workforce planning, operations, or professional services.
• Strong organizational and scheduling skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Strong analytical and problem-solving abilities.
• Proficiency with Microsoft Excel and reporting tools.
• Strong written and verbal communication skills.

Preferred

• Experience in a Professional Services, Consulting, SaaS, or Technology environment.
• Experience with PSA tools such as Certinia, Kantata, Mavenlink, FinancialForce, or similar platforms.
• Familiarity with project management methodologies and delivery lifecycles.
• Experience working with resource forecasting and capacity planning processes.

Core Competencies

Planning & Organization

• Maintains accurate schedules and staffing plans.
• Effectively manages competing priorities and deadlines.

Analytical Thinking

• Uses data to identify trends, risks, and opportunities.
• Supports decision-making through reporting and analysis.

Communication

• Clearly communicates resource availability, conflicts, and recommendations.
• Builds productive working relationships across teams.

Customer Focus

• Understands the impact resource decisions have on customer delivery and satisfaction.
• Supports timely staffing to enable successful project execution.

Collaboration

• Works effectively with project managers, consultants, and leadership teams.
• Contributes to a positive, solution-oriented team environment.

Success Measures

A successful Resource Coordinator will:

• Maintain high accuracy of resource schedules and assignments.
• Support achievement of utilization and billability targets.
• Minimize project delays caused by resource constraints.
• Improve forecast visibility and staffing readiness.
• Provide timely and accurate reporting to leadership.
• Contribute to improved customer delivery outcomes through effective resource coordination.

About ApteanAt Aptean, our mission is to solve tomorrow’s unique challenges today with unrivaled, purpose-built software and superior customer experiences from people who care. Aptean is a global provider of mission-critical, industry-specific software solutions. Aptean’ s purpose-built ERP and supply chain management solutions help address the unique challenges facing process and discrete manufacturers, distributors and other focused organizations. Aptean’ s compliance solutions are built for companies serving specific markets such as finance, healthcare, biotech and pharmaceuticals, over 10,000 highly specialized organizations in more than 20 industries and 80 countries rely on Aptean to streamline their everyday operations. 

 

“At Aptean, our global and diverse employee base is our greatest asset. It is through embracing and understanding our differences that we are able to harness our individual power to maximize the success of our customers, our employees and our company.” TVN Reddy

Aptean pledges to promote a company culture where diversity, equity and inclusion are central. We are committed to applying this principle as we interact with our customers, build our teams, cultivate our leaders and shape a company in which any employee can succeed, regardless of race, color, sex, national origin, sexuality and gender identity, religion, disability or age. Celebrating our diverse experiences, opinions and beliefs allows us to embrace what makes us unique and to use this as an asset in bringing innovative solutions to our customer base.