Mission

The mission of the Project Coordinator is to support the planning, execution, and completion of various project tasks by working closely with the Project Lead, Solutions Engineering and Client Success teams. This role is crucial in ensuring that project tasks and change requests are delivered on time, within scope, and aligned with the overall objectives of the professional services team.

In this role, you will collaborate with multiple teams across the organisation, assist in tracking project tasks and change request progress, manage documentation, and ensure effective communication among yourself, project leads, the support team and the clients.

KPIs

• CR Tracking & Stakeholder Communication

  • KPI: % of CRs actively tracked with timely updates on status (logged → picked up → completed).

  • Measure: Accuracy of CR tracker and frequency of stakeholder updates (e.g., weekly digest, status calls).

• Post-Implementation Wrap-Up

  • KPI: % of projects with a completed wrap-up pack (closure report, outstanding items logged, client sign-off).

  • Measure: Delivery of wrap-up within 5 days of go-live.

• Project Retrospectives

  • KPI: % of projects with a retrospective hosted within 2 weeks of completion, with key learnings documented and shared in a digestible format.

  • Measure: Attendance, learnings documented, and evidence of presentation/shared insights with the wider team.

Outcomes

Project Planning & Coordination:

Assist in the development of project plans, including timelines, milestones, and resource allocation.

Coordinate project activities and tasks to ensure smooth execution.

Documentation Management:

Maintain project documentation, including meeting minutes, project plans, and status reports.

Ensure all project documentation is up-to-date and easily accessible to team members.

Communication:

Facilitate communication between project teams, stakeholders, and management.

Organise and schedule project meetings, prepare agendas, and track follow-up actions.

Progress Tracking:

Monitor project progress and update project management tools with current status.

Assist in identifying potential risks and issues, and support in developing mitigation strategies.

Reporting:

Prepare regular project status reports for project leads and stakeholders.

Provide insights and updates on project deliverables, timelines, and resource usage.

Support project leads:

Provide administrative support to project leads, including scheduling meetings, organising files, and handling correspondence.

Assist in the preparation of project presentations and documentation.

Change Requests:

Manage, Coordinate and deliver smaller client change requests.

Track and report on change requests to the Projects Team Lead

Competencies

• Strong organisational skills with attention to detail.

• Effective communicator, both written and verbal (internally and externally).

• Ability to manage multiple tasks and priorities in a fast-paced environment.

• Proactive problem-solver with a can-do attitude.

• Familiarity with project management tools and methodologies.

• Ability to work collaboratively with cross-functional teams.

AI use and legibility

• At Root, we use AI to amplify human capability. You are expected to make effective use of AI to reduce low-value effort and create more time for the work that benefits most from human judgment, creativity, expertise, and relationships.

• AI is not a substitute for critical thinking, ownership, or accountability. You are expected to apply sound judgment, verify outputs, and remain responsible for the quality of your work and decisions.

• As Root builds an increasingly AI-legible organisation, everyone is expected to contribute through effective documentation, knowledge-sharing, and context management that make information easier for both people and AI to discover, understand, and use.

Qualifications

• Tertiary qualification in a relevant field (e.g., business administration, project management).

• 1-2 years of experience in a project coordination or support role.

• Experience working in a fast-paced environment is a plus.

• Basic understanding of project management principles and tools.

Root Values

Lead by example: “Lean in, take charge, and always set a positive precedent.”

Exceed expectations: “Know your customer to delight your customer.”

Rally as one team: “Put aside egos and personal agendas to triumph as one.”

Own the mission: “Your job is not done until the job is done.”

Rise to the challenge: “Meaningful change requires meaningful effort and the courage to make bold moves.”