Project Coordinator / Business Analyst – Software Projects

Company: KOKA Software Technology Pvt. Ltd.

Job Type: Full-Time

Experience: 2–4 Years

Qualification: MBA / BBA / BCA / MCA / Any Graduate with relevant software project coordination experience

Location: Chennai

Department: Project Management / Business Analysis

Reporting To: Managing Director

About the Role

KOKA Software Technology Pvt. Ltd. is looking for a highly organised and responsible Project Coordinator / Business Analyst to coordinate between customers, management and the software development team.

The person will be responsible for:

Requirement Collection → Documentation → Task Planning → Developer Assignment → Follow-up → Testing Coordination → Customer Communication → CRM Update → Management Reporting

This role requires excellent communication, documentation, follow-up and project coordination skills.

Key Responsibilities1. Customer Requirement Collection

- Communicate with customers to understand their software requirements.
- Conduct requirement discussion meetings with customers.
- Understand business processes and workflow requirements.
- Ask appropriate questions to clarify requirements.
- Identify missing or unclear requirements.
- Document customer requirements clearly.
- Convert customer discussions into actionable development tasks.
- Maintain complete requirement history for every project.
- Coordinate with the technical team when requirements need clarification.

1. Requirement Documentation

Prepare and maintain:
- Requirement Documents
- Business Requirement Documents (BRD)
- Functional Requirement Documents (FRD)
- Meeting Minutes (MOM)
- Change Request Documents
- Feature Specifications
- User Stories
- Process Flow Documents
- Task Specifications
- Customer Feedback Reports

Ensure every requirement has sufficient information before assigning it to the development team.
1. Development Task Management

- Convert approved requirements into development tasks.
- Assign tasks to appropriate developers.
- Set priorities and expected completion dates.
- Track task status daily.
- Follow up with developers on pending tasks.
- Identify delayed tasks.
- Escalate critical delays to the Project Manager / MD.
- Ensure developers understand the requirement before starting work.
- Coordinate dependencies between developers.
- Maintain project task boards.

1. Daily Development Team Coordination

Conduct/coordinate daily project reviews covering:
- Tasks completed yesterday
- Tasks planned today
- Pending tasks
- Blockers
- Customer dependencies
- Bugs
- Delayed tasks
- Priority requirements
- Upcoming releases

Ensure the development team has a clear and prioritised task list.
1. Customer Communication

Act as the primary coordination point for assigned customer requirements.




- Communicate requirement status to customers.
- Clarify customer queries.
- Collect feedback after demos/releases.
- Coordinate customer meetings.
- Record customer commitments.
- Track pending customer inputs.
- Communicate development progress.
- Ensure customer expectations are properly documented.

1. CRM Management

Maintain accurate information in KOKA CRM.

Update

- Customer details
- Leads
- Opportunities
- Requirements
- Follow-ups
- Customer communications
- Meeting records
- Project status
- Pending activities
- Customer feedback
- Renewal information where applicable

Ensure 100% CRM data discipline for assigned customers/projects.

1. Reporting to Managing Director

Prepare regular reports for the MD covering:

Daily Report

- Development tasks assigned
- Tasks completed
- Pending tasks
- Delayed tasks
- Customer requirements received
- Customer issues
- Critical blockers
- Follow-ups completed

Weekly Report
- Project-wise progress
- Developer performance
- Pending requirements
- Delayed tasks
- Customer feedback
- Bugs/issues
- Upcoming priorities
- Overall project health

Monthly Report
- Project delivery performance
- Requirement completion
- Task completion percentage
- Delayed tasks
- Customer satisfaction/issues
- Team productivity
- Major risks
- Recommendations to management

1. Project Tracking

Maintain project status using: Requirement → Analysis → Development → Testing → UAT → Customer Approval → Deployment

Ensure every requirement has a clearly defined status.

1. Change Request Management

When customers request changes:
- Understand the change.
- Document the requirement.
- Identify whether it is a bug, existing feature or new development.
- Discuss technical impact with developers.
- Coordinate with management/sales for commercial impact where applicable.
- Obtain required approval before assigning development work.
- Track approved change requests until completion.

1. Testing & Delivery Coordination

- Coordinate with QA/testing teams.
- Ensure completed development tasks are moved for testing.
- Track bugs identified during testing.
- Coordinate bug fixes with developers.
- Coordinate UAT with customers.
- Maintain UAT feedback.
- Track final customer approval.
- Coordinate deployment/release activities.

Daily Working Process The candidate should follow this workflow:

Customer Requirement

↓

Requirement Analysis

↓

Documentation





↓

MD / Project Approval

↓

Development Task Creation

↓

Developer Assignment

↓

Daily Follow-up

↓

Testing

↓

Customer UAT

↓

Feedback / Changes

↓

Final Approval

↓

Deployment

↓

CRM & Project Report Update

Key Performance IndicatorsKPITargetRequirements properly documented100%Development tasks clearly assigned100%Daily task follow-up100%CRM updates100%Daily project report100%Weekly project report100%Untracked customer requirements0Unapproved development tasks0Overdue task follow-up100%Customer requirement responseWithin agreed SLACritical issue escalationSame dayRequired Skills

- Excellent communication skills.
- Strong documentation skills.
- Positive analytical and problem-solving ability.
- Strong follow-up skills.
- Good knowledge of MS Excel / Google Sheets.
- Good knowledge of CRM software.
- Ability to prepare professional reports.
- Ability to communicate with customers and developers.
- Ability to manage multiple projects simultaneously.
- Good English communication skills.

Preferred Skills
- MBA / Business Administration.
- Business Analyst experience.
- Software Project Coordinator experience.
- Experience working with software development teams.
- Knowledge of Agile / Scrum.
- Knowledge of Jira, Trello, ClickUp or similar project management tools.
- Basic understanding of software development lifecycle (SDLC).
- Basic understanding of APIs, databases and web applications.
- Experience with ERP / CRM / HRMS software.

AI Skills The candidate should use AI tools such as ChatGPT to improve productivity. AI can be used for:

- Requirement documentation
- Meeting summarisation
- MOM preparation
- User story creation
- Requirement clarification
- Report preparation
- Customer communication drafts
- Task descriptions
- Project status reports

The candidate should be able to convert unstructured customer discussions into clear and actionable development requirements using AI.

Ideal Candidate

We are looking for someone who is:

- Highly organised
- Strong in follow-up
- Good at documentation
- Comfortable speaking with customers
- Comfortable coordinating with developers
- Detail-oriented
- Responsible for deadlines
- Good at identifying missing information
- Comfortable using CRM and project management software
- Able to work under multiple project deadlines
- Capable of independently reporting issues to the MD

Career Growth Project Coordinator → Business Analyst → Senior Business Analyst → Project Manager → Program Manager

Salary

₹25,000 – ₹45,000 per month, depending on experience and capability.

Pay: ₹25,000.00 - ₹45,000.00 per month

Benefits

- Leave encashment
- Paid sick time
- Provident Fund

Work Location: In person

📌 Project Coordinator / Business Analyst – Software Projects (Tiruvallur)
🏢 KOKA Software Technology
📍 Tiruvallur