Outstaff Coordinator

We are looking for a highly organized and proactive Outstaff Coordinator to support and coordinate our outstaff projects across international clients. 

This role acts as an operational bridge between clients, Delivery Managers, and distributed engineering teams, ensuring smooth communication, structured reporting, risk tracking, and strong employee engagement.

The Outstaff Coordinator is responsible for maintaining operational transparency, facilitating meetings, monitoring team health, supporting client relationships, and ensuring that all project-related processes are properly documented and followed.

This role requires strong organizational skills, emotional intelligence, structured thinking, and the ability to manage multiple accounts simultaneously in a dynamic outsourcing environment.

Key Responsibilities

1. Daily Project Operations & Coordination

• Coordinate daily operational processes across multiple outstaff projects
• Maintain and update unified project tracking documentation
  Ensure all action items, follow-ups, and status updates are properly documented and tracked
• Support Delivery Manager in maintaining project visibility and operational control
• Post structured weekly updates in internal communication channels
   

2. Client Communication & Relationship Management

• Prepare and deliver structured weekly and monthly client reports (progress, risks, milestones)
• Facilitate weekly sync meetings and monthly check-ins with clients
• Prepare agendas, record notes, and track follow-ups after client meetings
• Maintain stakeholder documentation and ensure contact information is up to date
• Collect and structure client feedback (including NPS) and present insights to Delivery Manager and C-level
• Support proactive relationship management through milestone tracking and thoughtful communication

3. Risk & Project Health Management

• Identify, document, and assess project risks
• Prepare mitigation plans for review and approval
• Maintain and regularly update the Risk Register
• Monitor execution of mitigation actions and report on project health status
• Support preparation of project health and performance overviews
   

4. Team Coordination & Employee Engagement

• Conduct regular 1-on-1 meetings with team members and document outcomes
• Prepare engagement and performance notes for Delivery Manager reviews
• Run weekly internal sync meetings and ensure productive team communication
• Coordinate with HR on team health, risks (burnout, conflicts, dissatisfaction), and retention actions
• Proactively identify risks of employee loss and initiate performance or replacement processes when necessary
• Ensure team needs are communicated and addressed in collaboration with HR and Delivery
   

5. Feedback & Continuous Improvement

• Collect, structure, and analyze client feedback and NPS results
• Identify recurring patterns and propose improvement initiatives
• Contribute to internal process optimization and KPI tracking
• Support strategic operational improvements across accounts
   

Requirements

• Experience in IT outsourcing/outstaffing environment (Project/Outstaff Coordinator, Account Coordinator, Delivery Assistant, or similar role)
• Strong communication and facilitation skills
• High level of organizational and documentation discipline
• Experience working with international clients
• Ability to manage multiple projects simultaneously
• Strong risk awareness and structured problem-solving mindset
• Emotional intelligence and team engagement focus
• English level: Upper-Intermediate+ /Advanced (mandatory)

Personal Profile

• Proactive and ownership-driven
• Detail-oriented and structured
• Comfortable with ambiguity and fast context switching
• Strong interpersonal skills

• Able to balance client expectations and team well-being

   

What we offer

📈 Professional Growth

• Ambitious goals and interesting projects, including Formula-1 marketing initiatives
• Transparent performance reviews and feedback process

• Opportunities for both vertical and horizontal growth

   

😌 Comfortable Working Conditions

• Flexible working hours
• Provision of required equipment

• Hybrid or remote working model

   

🎁 Benefits Program

• 20 working days of fully paid vacation
• Free tax reporting support
• Support with individual entrepreneurs’ accounting and questions
• Financial support and additional days off for special occasions (marriage, childbirth, etc.)