Project Coordinator/ Scrum Master

About Us

E-Factor Experiences Limited has redefined India's event landscape since 2001, specializing in Large-Scale Government Events, Multimedia Productions, Cultural Landmarks, Eco Retreats, and Bespoke Weddings.

With over 1000 events across 24 countries, we deliver high-impact, legacy-driven experiences that blend innovation with cultural preservation. From transforming the iconic landmarks into a global phenomenon to creating immersive tourism and cultural projects, our work drives economic impact, community engagement, and global recognition.

For seasoned professionals, E-Factor offers a platform to shape industries and communities through strategic, transformative projects that define the future of experiential narratives

About the role

This role will act as a central coordination and tracking anchor within the Museum Division, ensuring seamless tracking, alignment, and progress across multiple ongoing projects.

The Project Coordinator will work closely with cross-functional teams—curation, design, visual communication, and production—to maintain alignment, track execution, and ensure timely delivery.

This is a high-ownership role that requires strong stakeholder management, proactive follow-ups, and the ability to operate in a fast-paced, dynamic environment.

Indicative Duties & responsibilities

1. Execution Planning & Tracking

·       Break down projects into clear workstreams, tasks and deliverables

·       Maintain live project trackers with defined ownership and timelines

·       Drive adherence to project schedules and ensure timely task closures

·       Ensure readiness of inputs before tasks move into execution

2. Sprint Management & Workflow Discipline

·       Support weekly sprint planning, reviews and progress tracking

·       Monitor task movement across teams and ensure continuity in workflows

·       Ensure teams are working within defined structures-not ad-hoc processes

3. Cross-Team Coordination

·       Act as the central coordination point across:

o  Curation & Research

o  Exhibition Design

o  Visual Communication & AV

o  Production teams

·       Ensure:

o  Clear communication across teams

o  Alignment on timelines and deliverables

o  Closure of dependencies without delay

4. Dependency & Timeline Monitoring

·       Track dependencies across: content, architecture design multimedia, technology, production, and other teams on a project

·       Identify and flag:

o  Bottlenecks

o  Delays

o  Gaps in inputs or ownership

o  Escalate risks proactively to ensure continuity in execution

5. Documentation & Reporting

·       Maintain:

o  MoMs

o  Project trackers and dashboards

o  Progress reports and status updates

·       Ensure All key decisions, updates and dependencies are documented and shared

·       Support PM in anticipating execution risks before they impact delivery

o  Escalate critical issues with clear problem statements and solution pathways

o  Drive closure across teams and stakeholders

6. Vendor & PMC Coordination (Support Role)

·       Coordinate with PMC and vendors at a review and tracking level

·       Support internal teams in aligning vendor deliverables with timelines

·       Assist in escalation of delays or misalignments when required

7. Process Improvement

·       Identify gaps in workflows and suggest improvements

·       Support in building structured systems for project tracking and reporting

Qualifications and Experience

·       4–6 years of experience in events, exhibitions, experiential, or similar project-driven industries 

·       Prior experience in project coordination, project management support, or similar roles 

·       Exposure to handling multiple stakeholders and parallel projects 

·       Understanding of end-to-end project execution lifecycle  

Knowledge, Skills, and Abilities

Knowledge

• Understanding of project lifecycle within events / exhibitions / experiential domains 
• Familiarity with cross-functional workflows including design, production, and vendor management 
• Working knowledge of project tracking tools, dashboards, and reporting formats like MS Excel, (and applications like Jira, Monday preferred)

Skills

• Strong coordination and stakeholder management
• Clear communication and structured follow-ups
• Time management and prioritisation across multiple projects
• Documentation and reporting (MoMs, trackers, dashboards)

Abilities

• Ability to drive accountability across teams
• Attention to detail while managing multiple workstreams
• Proactive identification of risks and delays
• Ability to function in a fast-paced, evolving environment

Preferred Background

• Bachelor's degree in Architecture, Design, Exhibition Design, Museum Studies or related fields
• Exposure to public/private museum or cultural projects, equivalent to Masters in management
• Familiarity with Agile / Scrum-based project workflows
• Ability to read basic drawings, layouts or spatial plans
• Familiarity with AV, multimedia and interactive systems